UK Conference producer
A conference producer, working on behalf of their own association client needed to source a conference venue with raked auditorium seating in London for 350 people and accommodation for 200 delegates in a nearby hotel for their annual conference. MICE Concierge were appointed to conduct the venue find, finalise event details and organise the contracting.
MICE Concierge were appointed to conduct the venue find, finalise event details and organise the contracting.
With the specific seating style of the conference, we were tasked with finding a venue within central London to accommodate the conference, exhibition and dinner the night prior. Alongside this, either accommodation within the venue or at a nearby hotel. Our main aims included:
To find a venue to accommodate all of the space needed.
To ensure the quality of the venue met the clients expectations and to be an appealing exciting place to have the conference.
The venue was available on the requested dates and within budget.
That the hotel was of an excellent standard and could accommodate all 200 guests within budget.
To organise site visits at all proposed venues.
All venues within central London that had auditorium style seating were contacted to deduce if they had the space to accommodate the other aspects of the conference and the dates requested were available.
Rates were negotiated until within the budget requested and space held. For all non-hotel venues hotels were sourced nearby and rooms held on option. A proposal was sent over to the client detailing all aspects of the venue and costs.
Once the two best options were selected, site visits were scheduled at both venues and accompanying hotels. MICE concierge attended these site visits to be of assistance and ensure that all questions raised we thoroughly answered.
With the selected venue and hotel, MICE concierge assisted in the fine detailing of the event from the dinner menus, to the audio-visual equipment needed and the artwork for the invitations.
A brand new and exciting venue was selected for the event that matched the specific requirements perfectly. The venue and accompanying hotel were contracted within the client’s budget and in time for the invites to be sent out as scheduled.
MICE Concierge remain on hand until the event takes place for help with any final details and event checks.