Best rates guaranteed / A secure service from a trusted and reputable partner / Personal service to manage complex arrangements for exhibitors and delegates.
UK National Association was organising their annual congress for 3,000 attendees. Some attendees were based locally however some were travelling internationally to attend the event.
They needed a full-service concierge without adding to their workload so they could concentrate on more important revenue generating tasks.
Simply providing an online link or portal was not going to be satisfactory and their key priorities were to increase networking by driving all attendees into the right hotels.
They also needed a VIP service for their most important attendees and a way to manage groups.
There were six other important goals:
- GDPR considerations
- Provide a full-service solution, including online booking tools and offline management
- To try and keep all their delegates together in just a few hotels.
- To be able to guarantee the best rates.
- To be able to leave the management of this area of the event to a trusted partner.
- To reduce their own spend and workload.
MICE concierge were appointed to handle all accommodation management for Delegates, Speakers, Exhibitors and other specific groups attending the event.
As the appointed partner we set about creating a hotel booking programme to include a range of hotels within the direct area of the venue. The hotels selected were chosen to suit all budgets, styles and requirements of the various groups involved with the event. We managed all rate negotiations and room allocation contracts to avoid any unnecessary charges.
In line with the client’s specifications we also worked with all local suppliers including Restaurants, Taxi firms, coach companies and tourist attractions to create the customised ‘concierge’ for the event.
Our role included:
- Negotiating rates and contracting rooms.
- Ensuring rates are competitive with all online platforms
- Ensuring adequate rooms are held for delegates needing rooms
- Ensuring we can offer bedrooms right up until the event start date.
- Setting up our unique online platform in line with client specification and to reflect their own branding.
- Managing all complex group bookings and allocations
- Handling all delegate queries and amendments in the run up to the event
- Managing the VIP programme
- Working in partnership with the organiser on all elements of their event planning as required.
- Marketing communication to all stake holders attending the event
Providing timely management information to the organisers
The organiser achieved all their intended goals. Delegates saved an average of £40.00 on the nightly rates and were able to secure their rooms at the most relevant hotels for the event so could network more.
In customer feedback surveys completed after the event
- 88% delegate satisfaction levels of ‘Satisfied’ or ‘Very satisfied’.
- 100% of people rated our efficiency, expertise, friendliness, response time and professionalism and good or excellent.
- 77% Live chat rating from customers booking with us in this way
