Finding a suitable venue can be time consuming especially if you have a limited budget. From our experience and expertise in this field we have compiled the following points to help you get the best deal when booking venues.

Event management service

Try to schedule your occasion during low-traffic seasons and days; Monday and Friday are good choices, and meetings on the weekend are always of good value. Peak seasons are more expensive and the place you choose may not have enough resources or time for your conference. Be concise and clear with your layout plans, size and other requirements, and give detailed specifications if possible. The larger your conference, the greater your power in negotiating for extra savings. Make sure you mention to them if you have multiple bookings

Corporate event management uk

Often meeting space will not be charged for providing they know that they will get enough revenue from refreshment breaks and meals during the event. When the room is free watch out for other charges like for example overnight hold of the room, resetting for the day or evening, security & room deliveries. Ensure that all negotiations and concessions are put in writing to avoid confusion and frustration at the time of confirming or even settling your bills. Know what you are talking about; familiarize yourself with the venue before calling – check their web site. When you call you are familiar with the venue and can ask for particular rooms for your event. If you know about the venue they may assume you have visited the venue or are really interested in using their venue so could be more flexible with the rates.

Join frequent guest schemes. To join these you do not have to be a frequent guest. With these schemes you usually benefit from upgrades, use of leisure, express check in and other added benefits. Most hotels, especially the large chains run these. Don’t accept the first rate that they quote, ask them questions like for example ‘what is this reduced from’ or ‘what your rack rate is?’ From this you can then see what sort of saving you have made. Give the venue your overall budget and ask them look at the figures and try and put a package together within this set amount.

Conference event management organisers

The different types of bedroom can be included in the negotiating process. Upgrades, specific views, specific floors, refurbished rooms, are all examples of what you may negotiate. Buffets are often more expensive than basic meals. Inquire about pastries and attempt to have them added to your coffee breaks, or dropped to save money if you choose. You may ask for more breaks and specific drinks to be present as well, but make sure you ask! If costs cannot be reduced, value can somehow be added. Negotiations are best made after you have confirmed your stay with this venue, and will be more inclined to offer better deals.

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