Congress Housing Superstars

Happier attendees. More Control. Lower bottom line.

After 22 years, you could say that managing ‘housing’ (or delegate accommodation) for congresses, conferences and city wide events is in our blood. If you are looking for a partner that has a deep understanding of the Associations sector; your goals, your challenges, your expectations, we have a solution that uses all the technology at our disposal and our extensive expertise to deliver a solution that creates new ways of doing things, improves the experience for your attendees and can lower your bottom line.

Our customers get a client-side service delivering the best commercial results for the organiser and attendees. We understand that taking on the task of managing the accommodation arrangements of attendees properly can cause the biggest headache of all so our clients can be reassured that we know our onions! From single corporate groups to coordination of global events for up to 40,000 attendees, we’ve seen it all. Our specialised approach has become finely tuned and evolved to deliver the best results and includes all the following:

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Scope of services

  • Official room block management

  • Venue contracting

  • Rate negotiations

  • Rate benchmarking

  • Creation of all booking channels

  • Dedicated group booking management

  • Transfers and logistics

Why you’ll like us

  • Market leading delegate booking technology

  • Access to team of specialists, dedicated to congress housing

  • Access to our leveraged negotiations

  • Access to combined service of Venue sourcing, housing and registration services

  • Ongoing relationships with multiple National and International Associations

  • Access to our extensive venue knowledge

  • Enjoy a flexible approach for small company conferences to global congresses

  • Client side service that works on behalf of the client, not suppliers

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Case Study

UK National Association was organising their annual congress. Some attendees were based locally however some were travelling large distances to attend the event.

They needed a way for all attendees to be able to book hotel accommodation within the area with discounted rates and protected availability. They also had five 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 event was a great success and all attendees who needed hotel accommodation were able to book at discounted hotel rates.

In customer feedback surveys completed after the event

  • 88% people stated they were very satisfied or satisfied with the MICE Concierge booking page.
  • 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

I am very happy to recommend MICE Concierge. We have always been extremely pleased with your partnership approach, ability to ensure best rates and the best possible arrangements for our delegates and other attendees. You experienced team of specialists are a real asset and the quality of work they deliver as well as the quality booking platform that backs them up, are a real enhancement to our events so thank you for your continued support on all our congresses around the UK and Europe over the years and those of our smaller sister Associations.

Bhavnita Patel - ASGBI