01 The Brief
Leaders' Quest approached Match My Venue to urgently source a conference venue and hotel accommodation for a four-day European sustainability conference taking place in London.
The event would bring together 80 delegates from across Europe and required a venue that reflected the conference's sustainability values whilst remaining highly accessible and connected to public transport.
Key requirements included:
Four-day conference venue in London
Accommodation for 80 delegates
Three breakout spaces alongside the main conference room
Dedicated catering area
Outdoor Area
Fully accessible venue and hotel facilities
Two accessible hotel bedrooms
Walking distance between venue and hotel
Strong sustainability credentials
Vegan catering options throughout the event
The project carried additional pressure as the original venue had unexpectedly become unavailable, leaving just one month to source, negotiate and secure an entirely new solution before delegates arrived in London.
02 Our Approach
With only four weeks before the conference, speed was critical.
The challenge was not simply finding a conference venue. We first needed to identify a suitable venue with four consecutive days of availability, sufficient breakout space and strong sustainability credentials. Only once the venue had been secured could we source accommodation within walking distance for all delegates.
Operating during one of London's busiest periods, we:
Conducted an extensive venue search across London
Prioritised sustainability-focused venues
Reviewed accessibility requirements in detail
Arranged site visits with the client
Identified suitable accommodation options nearby
Negotiated venue, hotel and supplier contracts
Despite the challenging timeline, we quickly identified a solution that met every requirement of the brief.
03 Our Role
Following an extensive search, Sustainable Ventures in Waterloo was selected as the conference venue.
As one of London's leading sustainability-focused venues, it provided the ideal setting for a conference centred around environmental and social impact. The venue offered the required conference space, breakout rooms and catering facilities, whilst aligning perfectly with the event's values and objectives.
To support delegates attending from across Europe, Match My Venue also secured accommodation at Park Plaza Waterloo, located within easy walking distance of the venue and offering excellent transport connections across London.
Alongside venue and accommodation sourcing, we negotiated:
Vegan catering packages
AV services
Venue hire terms and conditions
Hotel accommodation contracts
The result was a seamless delegate experience, with all elements located within a compact and highly accessible area of London.
04 The Event
Match My Venue acted as the venue sourcing and accommodation procurement partner for the project.
Our support included:
Venue sourcing and shortlisting
Hotel sourcing and procurement
Site visits and venue selection support
Contract review and negotiation
Catering negotiations
AV procurement and negotiations
Accessibility reviews
Sustainabiity Review
Budget management support
Working closely with the client, we secured favourable commercial terms across both the venue and accommodation contracts whilst ensuring the sustainability objectives remained central to the project.
05 The Outcome
The conference was delivered successfully and received outstanding feedback from both the client and the end customer.
Despite being brought into the project with only one month's notice, Match My Venue successfully sourced and secured both the venue and accommodation solution without compromising on quality, accessibility or sustainability objectives.
The combination of Sustainable Ventures and Park Plaza Waterloo provided the ideal balance of sustainability, practicality and delegate experience, helping ensure the event's first UK edition was a success.
Following the conference, Match My Venue has continued to support the client with additional conferences and meeting requirements, building an ongoing partnership based on trust, responsiveness and venue expertise.