How it Works
1
Tell us what you need
We ask you to take a few minutes to complete our simple Enquiry Form giving us your contact details and the basic information about your event, with your required dates, participant numbers and key requirements, together with an indication of the nature of the event and your preferred location. We ask that this is written, so that there is no chance of error on your key contact details, dates and numbers.
2
Let’s talk
We will contact you to discuss your brief in a little more detail, to get to know as much as we can about your core event needs, so that we can focus our search on venues which will really match your objectives and deliver the perfect framework to support your requirements. Knowing all of your likely event requirements from the main venue at this stage will enhance our negotiation opportunities, on the basis of a complete event ‘picture’.
3
Leave us to get on with it
Our team will ‘brainstorm’ your brief and draw up a ‘long list’ of the venues which we believe to be appropriate for your event. We will contact each of the venues for availabilities and ‘best offer’ rates and will proceed to collate a ‘short list’ of the three most favourable offers, based on our initial negotiations with our recommended venues. This research will then be emailed back to you in a concise, easy to compare format. In the event that we encounter restricted availability in your requested location, due to other large events taking place over the same dates, we will contact you to discuss alternative options which we can try on your behalf.
4
Compare and consider
Provisional reservations will be placed on hold at each venue to allow you time to compare and consider the alternatives presented. You may also wish to discuss the options with colleagues. We will contact you again for your feedback after an agreed timescale. If you would like to inspect one or more venues personally, to help you reach a decision, we will arrange this for you at a timing convenient to you.
5
Decision made
When you have decided on your preferred venue, we will put our ‘negotiating hat’ back on and take up contact with the venue once again to re-negotiate rates, terms and conditions prior to proceeding to confirmation and contract. At this stage, the venue knows that we will expect them to work just a little harder to close the deal and, even if we have already achieved the lowest rates which they can offer, there are still potential benefits which may be secured, either in the form of additional complimentary ‘value-adds’ and enhancements, or in the negotiation of enhanced contract terms, particularly in the area of payments, attrition and cancellation. We will also contact the unsuccessful venues to advise that they were not selected this time around, with feedback on why they were not chosen.
6
Signed and sealed
We will send a final confirmation of the definitive agreed event details and pricing to you and your chosen venue and request that a contract is drawn up and sent directly to you for final review and signature. We will also highlight the critical path for key deposit dates and other deadlines. You will now be in direct contact with your venue and we can consider our job done and wish you a highly successful event – unless you would like us to stay with you for Step Seven. In either case, we will get back in touch with you once the event has taken place to gain your personal feedback, so that we can be assured of your satisfaction and identify any potential areas for improvement for future events.
7
It doesn’t have to end there
If you need assistance with any more requirements for your event, we would be delighted to remain in touch with you to provide whatever support you need. We can help with some or all of the additional services which you may require in the lead up to and during your event. Please feel free to contact us at any time for additional help.