Using our extensive knowledge for London Christmas party venues we sourced options at a range of conventional and more unique venues, presenting our findings in a comprehensive proposal document which included venue details, available dates, event timings, package pricing, inclusions and minimum numbers/spend.
From our venue proposal the client shortlisted 3 venues of particular interest – one central London hotel, and two very unique venues located in the City. Terms and conditions for each venue were sent to the client for their review and we held options on the space to ensure it would be available should the client wish to proceed.
The client’s favoured venue had already been held on a first option basis (i.e. another company had first refusal on the space), so once the client was able to go to contract, we liaised with the venue to issue a deadline to the company holding first option, to confirm or release the space to us within 48 hours. The space was subsequently released to us and we also negotiated the earlier start time of 6pm at no additional cost once the space was successfully secured on first option.
When the client was able to confirm, we reviewed all contract documents for accuracy before they were sent to the client for signing.
We continued to assist with further planning of the event by arranging site visits and menu tastings for the client, and as a number of guests were attending from Manchester, we arranged an allocation of bedrooms at a nearby 4-star London hotel, negotiating a greatly-reduced B&B rate and a number of complimentary room upgrades.
A dedicated branded website was designed and implemented by us, for event guests to book their rooms. 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, production of rooming lists and arranging the final invoice to the client as they were to pay B&B for all guests.
A very successful and memorable evening, with our team supporting from initial Christmas party venue finding in London, through organising the finer details, to managing the rooming list for residential party guests.