Our Work - Venue Sourcing
For some clients we source all of their venues, at no cost to them. As well as saving them time spent searching, we can also save money by negotiating better rates than if they were to go direct.
International membership body: Training, conferences and awards dinners
This client runs a range of training events throughout the year as well as an annual conference and awards dinner. Supporting the Director of Membership and Director of Communications we source suitable venues, where appropriate arranging venue visits, and then negotiating rates and arranging for contracts to be raised and checking terms and conditions before sending to the client.
With the disruption of 2020 events caused by Covid-19 we successfully negotiated moves to 2021 for all events, with no cancellation fees incurred.
International Sales Kick-off 2022 for Tech Client
A global tech client tasked us with sourcing a location and venue for their 2022 sales kick off for January 2022. We started with 10 locations then narrowed irt down to 2 favourites. The brief was to accommodate 100 – 120 team members from across EMEA in a hotel with meeting facilities in a location with lots going on, preferably with some sunshine! The event was to be a 4-day event, with full itinerary of teambuilding activities and dinners along with the more serious, business programme. As well as checking locations and venues we had to check flight schedules to ensure the chosen location would be accessible from all of the European cities where delegates would be leaving.
After lots of research we were able to present some great options in Dubai and Tenerife, presenting a full outline of each of the options, including costs.
After some site vists we had arranged the client settled on one of the Tenerife options. At this stage, the contracts were drawn up with both the venue and the selected local activities provider, and the necessary bookings with restaurants and venues were made.
Sadly due to Covid, the event has had to be delayed and we have made all of the necessary changes for the event to be delivered late spring – we can’t wait to see the event come to fruition!
Technology client: European Sales Kick Off events
For one of our global technology clients, we have sourced venues for their annual sales kick off, including meeting space and hotel accommodation for up to 75 employees. We have presented options in a range of locations including Mallorca, Malta and Barcelona.
We have arranged venue visits for them to choose their favoured venues and then arranged contracts. We ensure the venues receive the necessary information – rooming lists, agenda timings, dietary requirements.
International Exhibition
For one client we have sourced venues for their annual 150-stand exhibition in London, presenting a range of suitable options, including full cost comparisons and layout plans to demonstrate how the exhibition layout would work in each space presented.
The 2020 event now looks set to be a virtual event which Event Works are looking forward to supporting.
Government client: Meetings, conferences and large staff events
We work closely with a Government client, sourcing venues throughout the year, accompanying on venue visits and meetings, negotiating rates and arranging contracts. These venues are UK-wide, ranging from smaller board-room style meetings for 20, large venues for all-staff events for up to 800 and 2-day conferences with hotel accommodation for 250. We work with people from different departments across the organisation and during 2020 we have handled negotiations with venues on postponements due to Covid-19.
