Case Study: Residential Training Course

How our expert venue finders helped

Delegates would be flying in from numerous countries within Europe including London, Dublin, Munich, Madrid and Paris, so the client asked us to identify possible European destinations for their meeting that had easy flight options from major European hubs. Following our research, Amsterdam Schiphol was deemed to be the most suitable location in terms of flight options.

The client had employed an external facilitation company for their training programme, who provided a very comprehensive venue brief in terms of required training room dimensions, breakout rooms, seating plans, AV equipment and catering. Working closely with this brief, we sourced available venue options and presented our findings in a detailed proposal document which included location details, training room dimensions, plans & images, breakdowns of the rates negotiated, and savings achieved against usual selling rates.

The client selected their preferred venue as it was one she had booked for previous European meetings, and the available space was the closest fit to the training company’s brief.

We confirmed the venue on the client’s behalf, agreeing a schedule of staged pre-payments. The contract document and terms were reviewed by us for accuracy before sending being sent on to the client for signing.

As the client’s one point of contact for the event, we worked closely with the hotel’s conference department to communicate client updates such as delegate numbers, catering timings, training and breakout room set-ups, AV requirements and delivery/storage of training materials. As delegates were training into the evening, dinner was to be in the hotel each night, so we negotiated a fixed-price set menu to help with the client’s budgeting.

Our management of delegate rooms included liaising with the hotel’s reservation departments with delegate updates, compiling a detailed rooming list and arranging a complimentary room upgrade for the trainer.

Once all details were in place we reviewed the finalised function sheet and rooming summary from the hotel to ensure they were accurate, before they were sent to the client.