As a well-established venue finding company we operate globally in all destinations and eliminate the time consuming task of searching for the ideal venue.
The client is a leading UK Association
Looking for a multiyear deal at selected venues and destinations and to reduce the financial cost compared to previous years.
After extensive research, discussion and negotiation with a range of venues we finalised a proposal and submitted four venue options to the client that matched the brief requirements, budget and offered a selection of destinations.
The client undertook a coordinated site visit of each venue, a report and recommendations were undertaken with the client before moving forward. Having selected their preferred venue we renegotiated the contract to ensure there was added value for the client, this being based on the volume of business Reservation Highway place into that venue. A huge cost saving was made using our tenacity and negotiation skills in regards to a multiyear non-consecutive deal.
Once the venue had been contracted the client was so delighted with the savings they asked us to assist on negotiating variables and catering to ensure best value for money.
Feedback from the event organiser was extremely positive from both an organisers and delegate perspective.
The chosen venue worked with flexibility and in-line with the client’s requirements, coming in on budget.
We now work with this client on a sole agency basis. They use our meeting and accommodation services all year for a number of events. We provide them with a free solution to all aspects of their requirements.
A large International Conference & Exhibition for 2000/2500 attendees
To arrange accommodation for the event Headquarters and offer an online accommodation booking service for all attendees via an online booking platform offering special event rates.
How we did this.....
We sourced the best hotel options for the HQ accommodation in terms of the location and budget. Negotiated the best rates and terms, including complimentary upgrades, free car parking and other benefits
Arranged allocations of rooms with all accommodation providers close to the venue to ensure sufficient accommodation is available for all attendees, negotiated special event rates to provide a wide spread of prices to suit all budgets
We prepared a dedicated webpage for the event accommodation service to allow for 24 hour online booking with immediate confirmation. This included event logo, event information, local information and travel information.
Once completed the dedicated event webpage ( URL) was forwarded to the event organiser to load onto their event website and to include in all mailings to attendees. A hard copy version of the hotel list and booking form in PDF format were also prepared and a QR code, which are for optional use.
We supplied a friendly and experienced reservation office to handle any queries and process bookings, for those preferring not to book online and to handle large group enquiries
The organiser was supplied with regular booking statistics on booking progress
Regular reports were sent to the hotels, so they could monitor the uptake and where necessary amend the allocations
The online booking service remained live up to 7 days prior to the event after which we handled further bookings directly at the office.
During the event we operated a mobile out of hours telephone service
After the event a full end of event report was prepared and a debrief took place with the organiser
The online booking service provided a 24 hour platform for International visitors
All guests were accommodated within walking distance of the venue
The organiser was fully satisfied with the service provided and rebooked our services for the following year
To arrange a series of Regional Training meetings held across selected major UK cities.
To ensure the meetings were delivered smoothly, with sufficient capacity and were cost effective to give a ROI.
These were to be held at strategic easily accessible points across the UK to allow for easy motorway access or central train networks.
The client requested two workshops areas which must have separate entrances and separate catering areas and both parties were not to see each other until after lunch where they came together for networking.
We negotiated value for money rates at an excellent range of venues with easy flow. All within budget and added value in the form of healthy lunches and snacks which kept the organisers and delegates very happy, resulting in a successful marketing training programme.
Using our leading market knowledge, buying power, contacts and relationships we have successfully achieved great savings to bring this task in on budget at the right location offering a great footprint. We showed that with planning and attention to detail we can help the client with numerous events throughout the year.
Case Study – Gala Dinner
Gala dinners are a speciality of ours. Everyone loves a party.
The Client – 75th Anniversary Gala Dinner
To find a Gala Dinner venue that delivered a stunning Black Tie event not too far from the Conference Venue as a way to encourage networking and reward the attendees after the annual conference and celebrate a 75th Anniversary.
Following our full proposal with a variety of options the client selected a prestigious hotel.
We proceeded to accompany the client on a site visit to view the many ways we could use the venue to suit the event to its best potential.
It was decided Reservation Highway would arrange for a marquee to be bolted onto the main house to offer a seamless access to the event whilst not being separated from the wonderful façade of the beautiful building. This raised capacity from 200 to 725 guests.
The client chose a Ruby Tuesday theme and we arranged transport and a welcome ‘meet and greet ‘in front of the grand hotel steps.
The glorious summer evening extravaganza was started with fizz on the lawns and a ‘Rock up and Sing’ choir on the front steps.
This was followed by a sumptuous dinner and a Rolling Stones band to progress the evening along..
Carriages at midnight with transport via coaches arranged by ourselves.
A thoroughly fantastic event was delivered by Reservation Highway with everyone complementing the evening and venue.
Transport was smooth with no hiccups
We meticulously planned all details and costs and ensured we met the brief and budget before the completion contract was signed.