This annual conference was to be attended by delegates including several senior executives from various central European locations including Manchester, Brussels, Madrid, Rome and Hamburg.
Our extensive knowledge of conference venues in Dublin enabled us to source a prestigious hotel that fulfilled the brief in terms of location, conference rooms, room numbers, catering options and leisure facilities. We accompanied the client on their site visit to view the proposed conference hotel and assess travel times and the suitability of the venue for their event.
When negotiating rates with the hotel we arranged tailor-made delegate packages within the client’s budget, to include complimentary added extras such as early access for set-up, rooms for storage and organiser’s office Negotiated room rates also included several complimentary upgrades.
The client had specific instructions for payment of the conference (delegates were to pay their own room accounts and delegate package rates at checkout), so this was negotiated at the point of confirmation, along with the contract and room booking terms.
We designed and implemented a dedicated branded website for delegates to book their rooms and guarantee reservations with their company credit card. The site also collected flight arrival/departure information of delegates; information which was used when arranging arrival and departure airport transfers for Dublin Airport. Our management of the room bookings included regular updates to the client and hotel regarding room take up, unsold rooms being released according to agreed deadlines and production of rooming lists.
As the client’s one point of contact for the event, we worked closely with the hotel’s conference and reservations departments to communicate decisions such as changes in delegate stays, conference and breakout room set-ups, AV requirements, menu selections and special diets, as well as co-ordinating additional requests from the client such as extended stays, additional satellite meetings and onsite activities.
Once all details were in place we reviewed the finalised function sheet from the hotel to ensure it was accurate, before it was sent to the client. The same was done for the final invoice after the event so that the client was able to process the invoice without having to query it.
This Dublin conference ran extremely smoothly, with our efficient team ensuring everything had been planned and executed to perfection!