01 The Brief
Our client was planning a two-day conference in Central London for 500 delegates, combining conference sessions, an exhibition, a gala dinner and overnight accommodation within a single venue.
The requirements were extensive and included:
Theatre and cabaret conference space for 500 delegates
Dedicated exhibition area running alongside the conference
Gala dinner for 500 guests with a formal three-course menu
Approximately 500 hotel bedrooms on-site
Central London location with excellent transport links
Full conference AV and production capabilities
Availability within a three-month lead time
The client wanted a venue that could deliver the entire event under one roof, creating a seamless delegate experience from arrival through to departure.
02 Our Approach
Venue Search & Market Review
The combination of conference space, exhibition facilities, gala dining capacity and 500 bedrooms immediately narrowed the market to a small number of suitable venues.
With only three months until the event, availability became one of the biggest challenges.
Leveraging our extensive venue knowledge and industry relationships, we quickly identified a shortlist of venues capable of delivering the brief.
Within 48 hours we had:
Researched and qualified suitable venues
Confirmed availability across all event dates
Verified conference, exhibition and dining capacities
Reviewed accommodation inventory
Negotiated initial commercial proposals
Produced a fully costed venue shortlist
Every option presented met the operational requirements whilst remaining within the client's budget expectations.
03 Our Role
The selected venue successfully accommodated all elements of the event within a single location, creating a streamlined experience for delegates and organisers alike.
The event included:
Two-day conference programme for 500 delegates
Dedicated exhibition space running throughout the event
Full conference catering package
Formal gala dinner for 500 guests
Three-course dining experience
Overnight accommodation for attendees
Conference AV and production support
By securing a venue capable of hosting every element under one roof, the client avoided the logistical complexities often associated with multi-venue events.
04 The Event
Match My Venue acted as the client's venue finding partner throughout the procurement process.
Our involvement included:
Venue research and shortlisting
Availability and feasibility checks
Proposal comparison and analysis
Site visit coordination
Capacity verification
Contract review and negotiation
Commercial discussions with venues
Final venue selection support
Following the venue shortlist, we arranged and attended venue viewings, helping the client assess each option against their event objectives and delegate experience requirements.
Once the preferred venue had been selected, we negotiated the final package and managed the contracting process through to confirmation.
05 The Outcome
The event was delivered successfully, with the venue providing the flexibility, capacity and accommodation required to support a large-scale conference programme.
By acting quickly and leveraging our knowledge of the London conference venue market, we were able to secure a suitable venue despite the short lead time and challenging requirements.
The client was delighted with both the venue selection process and the final outcome.
Following the success of the event, they returned to Match My Venue almost immediately to source venues for two further events, demonstrating the trust built through the project and the value of an experienced venue finding partner.