Case Study: Residential Client Meeting

How our expert venue finders helped

The meeting room was to be modern and bright, have a separate area for catering, and have the latest presentation technology. Following the meeting, an atmospheric private dining room was required for the celebration dinner.

Our Belfast venue search identified 4 possible venues taking the client’s budget and location requirements into account.

As the event included meeting room and catering, dinner and an overnight stay, our venue finders negotiated 24hr delegate packages with the venues – the rates secured were reduced from the hotels’ standard published rates and also included complimentary items such as a number of free room upgrades, a drink with dinner and a private dining room.

A comprehensive venue proposal including the 4 venue options was sent to the client with information including meeting room specifications (location within the hotel, dimensions, capacity, daylight, special features etc.), plans & images, the 24hr delegate rates negotiated and the savings achieved against the usual selling rates.

From our proposal the client shortlisted 2 Belfast venues and our venue finders arranged site visits so they could view the meeting rooms before making a final decision.

Once the client had selected their preferred Belfast hotel, we confirmed the venue in writing on their behalf and worked with the hotel to ensure the contract documents reflected everything the client had requested before sending them for signing.

In the run up to the meeting we continued to work with the hotel on the client’s behalf by arranging the finer details – delegate numbers, meeting timings, dinner and wines selections, rooming list etc.

Following the meeting, we reviewed the venue’s final invoice for accuracy before it was sent to the client for payment.