01 The Brief
The International Society for Pharmaceutical Engineering (ISPE) approached Match My Venue to support the venue sourcing and contracting of multiple events taking place alongside their UK conference in March 2025.
Whilst the main conference venue had already been secured, the client required support sourcing a range of additional events, accommodation and supplier services for delegates travelling from across the globe.
The brief included:
Hotel accommodation for conference attendees
A 450-guest gala dinner
A 100-person networking reception for the ISPE team
Additional conference-related events and hospitality functions
Walking-distance locations from the main conference venue
A quintessentially British experience for international guests
In total, Match My Venue sourced venues and services supporting over 1,000 guests across four separate events.
02 Our Approach
The project began in September 2024, giving approximately six months to source, negotiate and secure all venues before the March 2025 event.
One of the biggest challenges was the client's requirement to keep all events within walking distance of the conference hotel in Hammersmith. Whilst the area offers excellent conference infrastructure, finding large-scale event venues with character and a distinctly British feel proved considerably more difficult.
To identify the best solutions, we:
Researched venues across West and Central London
Shortlisted eight potential venues
Conducted multiple venue visits
Arranged virtual site visits for the US-based client
Coordinated an intensive two-day venue tour programme during their visit to London
Following extensive reviews and negotiations, we ultimately secured a combination of venues that delivered both the operational requirements and guest experience the client was seeking.
03 Our Role
Across the programme, Match My Venue secured three venues alongside the conference hotel, creating a varied event journey for delegates visiting London.
Key venues included:
Novotel London West
Selected as the conference hotel and location for the largest event within the programme, Novotel London West provided the scale required for a 450-guest seated dinner whilst maintaining proximity to the wider conference activities.
Kindred, Hammersmith
For smaller networking and hospitality events, Kindred provided the perfect contrast to the conference environment. Located just a short walk from the hotel, the venue delivered the quintessentially British atmosphere the client wanted international delegates to experience, combining historic character with contemporary event facilities.
One Marylebone
For one of the showcase events within the programme, One Marylebone offered an iconic London backdrop and was supported by dedicated transport arrangements to ensure a seamless delegate experience.
Alongside the venue programme, Match My Venue negotiated entertainment, catering, AV, furniture and transportation services to support the wider event portfolio.
04 The Event
Match My Venue acted as the client's venue sourcing and procurement partner throughout the project.
Our support included:
Venue sourcing and shortlisting
Accommodation sourcing
Contract review and negotiation
Catering procurement
Entertainment sourcing
AV and production supplier negotiations
Furniture hire procurement
Logistics planning support
Budget management and commercial negotiations
Working on behalf of the client, we negotiated directly with venues and suppliers, achieving significant savings across accommodation, venue hire and event services.
05 The Outcome
All four events were delivered successfully and received outstanding feedback from both the client team and delegates.
By combining venue expertise, supplier relationships and commercial negotiation, Match My Venue achieved approximately 30% savings across venue and supplier contracts whilst maintaining the high standards expected by an international association event.
The carefully selected mix of venues allowed delegates to experience different sides of London, from major conference facilities to historic and characterful hospitality spaces.
Following the success of the project, ISPE has invited Match My Venue to support future UK events, reinforcing the value of a strategic venue sourcing partner for complex multi-event programmes.