Venue finding was undertaken for London, Birmingham, Manchester, Leeds, Bristol & Glasgow, considering the client’s budget and location requirements. Venue proposals for each location were sent, which included venue details, meeting room plans & images, delegate rates negotiated (including added-value items such as breakfast rolls on arrival) and showing savings achieved from usual selling rates.
From our venue proposals the client selected venues for each location. The venues belonged to major brands which they were familiar with, plus we’d provided all the details for the meeting rooms, and they were within budget, so they were happy to proceed without the need for site visits.
We confirmed all venues on the client’s behalf and reviewed all contract documents before sending them on for signing.
Accommodation was booked separately for those that needed it on the night prior to the meetings, so that guests could benefit from a flexible cancellation policy rather than them being subject to the contract terms and conditions.
Being the client’s single point of contact, we continued our support in the run up to the meetings, including updating all hotels with final delegate numbers, timings, additional AV requirements and room amendments. Following the meetings, the final invoices from all hotels were checked by us for accuracy, before being sent to the client.
A successful series of meetings, whereby we saved the client valuable time and resources by sourcing multiple venues and providing admin support from start to finish.
