Think beyond the meeting-room capacity
A venue may have the right conference space but a different number of suitable bedrooms. Let us know how many rooms you need on each night, whether everyone must stay in one hotel, and whether you need a consistent room standard.
Arrival and departure patterns also matter. A group arriving the evening before may need an additional dinner, space for informal conversations and access to the meeting room for setup.
Prepare the overnight brief
- Conference dates and room requirements for every night.
- Single or shared occupancy, and any accessible accommodation requirements.
- Meeting-room layout, breakouts, setup and access times.
- Meals, dietary needs and the balance of formal and informal time.
- Whether the organiser or individual delegates will book and pay for bedrooms.
- Budget scope: bedrooms, meetings, catering and any other required services.
One brief, clearly compared
We source venues against your priorities and discuss rates, availability and package inclusions with them. The proposal helps you compare the accommodation alongside the event facilities, and we can help arrange site visits before you decide.
Your final agreement is directly with the venue. Discuss its room allocation, payment, cancellation and other terms before signing.