Services in Detail

Our Service

Worldspan Group offers a UK and Worldwide Venue Finding Service for all types of corporate meetings and events, including Group Accommodation Bookings, Incentive Travel Programmes, Hospitality Programmes, Product Launches and Roadshows, Training Events, Meetings and Conferences, Congresses and Symposia. Free of charge to our clients, our service is funded by the hotels and venues in which we place confirmed business, the majority of which pay us a referral fee for placing your event in their property. In cases where venues do not offer pay for the referral, we will agree an appropriate fee for our services, in lieu.

Our service includes assistance and advice with selecting and contracting hotels and venues for meetings and events. We negotiate rates throughout the enquiry and booking process to ensure that you receive the best price for all of your venue requirements, not limited to rates for accommodation and meeting space, but also for catering and ancillary services. We also negotiate preferential contract terms & conditions, wherever possible, in order to minimise your exposure to any form of financial risk.  We can also offer full event management services, for which we are more than happy to provide a separate quotation.

We are privately owned and independent, so our opinion and recommendations are completely unbiased. We are not affiliated to any major hotel chains or independent venues, so our aim is only ever to source the right venue for your event, based on your requirements and objectives. Our staff have extensive product knowledge and access to comprehensive databases of UK and overseas venues.  We are also more than happy to approach any venues suggested by you and relieve you of the often onerous task of venue sourcing, liaison and confirmation. Wherever possible, we will always give you our honest opinion of venue options, which is based on our own experience and feedback from clients and associates, where applicable.

How it Works

We will always take a thorough brief of your event objectives and needs from you by telephone, however we prefer to have your exact enquiry details in writing, to ensure accuracy of communication. Our Enquiry Form should be completed in detail and emailed to us. Once we have received your form, discussed your brief and clarified any queries with you, we will begin our search for your needs. Unless you have a specific venue in mind, we will generally provide you with a minimum of three venues for review within agreed timelines (generally 24 hours for UK and 48 hours for overseas), on receipt of a completed enquiry form.

We will provide you with a quotation via email with availability and pricing for three venue options unless otherwise agreed or specified. Venues will be secured on a provisional basis, ensuring that the space is protected whilst you have time to consider the options. Option expiry dates will be indicated on the quotation. We will negotiate rates with venues throughout all stages of the enquiry and confirmation process.

Single Agency Approach

We ask you to brief us on a sole agency basis due to the fact that, if multiple enquiries are received by venues for the same piece of client business, they generally become unwilling to negotiate the best rates, on the basis either that they may believe that your event will be confirmed at their venue in any case, due to the fact that several agencies are involved, or because the many duplicated requests become an unnecessary irritant, rather than an opportunity. In view of this, we request that you only brief us with your requirements in the first place. In the unlikely event that you are not satisfied with our service, then you are welcome to re-brief another agency thereafter.

Site Inspections

We will also assist you with the planning and organisation of any site inspections. When booking venue site inspections, where possible, we will negotiate with hotels to secure complimentary or reduced rate rooms. Any negotiations made directly during the course of the site inspection should be communicated in writing to us on your return, in order to ensure accuracy of the information for contract completion.

Confirmation, Contracts and Payments

When you are in a position to confirm a venue, you are requested to notify us in writing. Any amendments to our original offer and quotation, e.g. reduction in numbers, bedrooms, changes to meeting rooms, catering requirements etc. should be communicated in writing at the same time.

We will then confirm your final requirements with the venue and send you a final confirmation, together with a pricing summary. When you confirm to us that these details are correct and you are happy to confirm on this basis, we will send a written confirmation to the venue. The venue will issue a contract and send it directly to you for signature by an authorised contact, following which all payments must be made by you in line with the contractual terms and all legitimate charges made by the venue concerning the booking are your responsibility.

You will also take over direct liaison with the venue regarding the final arrangements for the meeting. Once contracts have been issued, it is your responsibility to communicate any amendments to the venue, unless you wish us to continue event management involvement, which we are more than happy to discuss with you as a separate additional service.