
Case Study
Find Out How We Delivered A Large Two Day Conference For A Client In Central London. Read How We Went Above And Beyond To Achieve The Right Venue For Our Client.
The Brief
Our client required a venue in Central London for a two-day conference, accommodating 500 attendees in cabaret style each day. The brief also called for a separate exhibition space to run alongside the conference sessions, ensuring a seamless flow for delegates. Following the first day, the client wanted a gala dinner with a formal three-course menu, offering a sophisticated setting for networking and celebration. Overnight accommodation for all guests was a key requirement, with the conference resuming the next day.
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The requested package combined a Day Delegate Rate (DDR) for the daytime conference sessions, covering catering and AV needs, with a formal dining experience for the gala dinner. The venue needed to offer exceptional flexibility to transition between conference sessions, the exhibition, and the evening’s celebrations, while maintaining a high standard of service throughout. With these requirements in mind, we set out to find the ideal location that could deliver on every detail.
Challenges
The primary challenge for this brief was finding a venue in Central London with the capacity to meet the client’s extensive requirements. Accommodating 500 attendees in cabaret style for the daytime conference, a separate space for a formal gala dinner for the same number of guests, and 500 bedrooms for an overnight stay presented a significant logistical hurdle. Central London venues capable of hosting such a large-scale event are already limited, and with only three months' notice, availability was a critical concern.
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Additionally, the venue needed to provide a high standard of service across multiple spaces, from the conference rooms and exhibition area to the gala dinner setup. Finding a location that could seamlessly transition between these elements while maintaining guest comfort and the event’s professional tone required meticulous research and swift action. The tight timeline further compounded the challenge, as securing such a versatile and large-capacity venue in a highly sought-after location demanded quick decision-making and strong industry connections.
Knowledge
Despite the complexity of the brief, we leveraged our extensive industry knowledge and strong connections with Central London venues to overcome the challenges swiftly. Understanding the urgency, we immediately began contacting suitable venues with the capacity to meet the client’s requirements. Our proactive approach included reaching out to venues known for their flexibility and large-scale event capabilities, even exploring creative options that could accommodate both the conference and gala dinner seamlessly.
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Within 48 hours, we presented the client with a shortlist of venues that not only matched their criteria but also came in under budget. Each option offered the necessary cabaret-style seating for 500 attendees, a separate exhibition space, and an elegant dining area for the gala dinner. Additionally, all venues provided the required 500 bedrooms for overnight accommodation, ensuring a cohesive experience for guests. By acting quickly and strategically, we turned an ambitious brief into a manageable solution, exceeding client expectations and delivering exceptional value.
The Venue
After presenting the client with a shortlist of suitable venues, we quickly arranged site visits to allow them to experience each option first-hand. These visits provided the opportunity to assess the spaces for their functionality, aesthetic appeal, and overall suitability for the event. Once the client made their decision, we began negotiations with the chosen venue to refine the package, ensuring it met all requirements while remaining within budget.
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With the details finalised, we worked closely with the venue to have a contract issued promptly. Our team meticulously reviewed the agreement to ensure all terms were clear and aligned with the client’s expectations. Once the review was complete, we forwarded the contract to the client, streamlining the process and securing the venue efficiently. This proactive approach ensured the space was locked in quickly, allowing planning for the event’s finer details to commence without delay.
Outcome
The client’s event was a resounding success, with the selected venue perfectly accommodating their ambitious requirements. Although our involvement concluded at the venue finding stage, the seamless process we provided set the foundation for an exceptional two-day conference, gala dinner, and overnight experience for their 500 guests. Our ability to uncover venues that exceeded expectations and fit the brief so precisely left a lasting impression.
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The client’s satisfaction with our service was evident—just a day after their event, they reached out to secure two additional venues through Match My Venue. Their trust in our expertise and the positive feedback we received affirmed our commitment to delivering tailored solutions and making even the most challenging briefs effortless for our clients.