Posted on 26th February 2013 by Andrew Deakin

Planning a Scottish Incentive Event

Scotland is a unique area in which to plan an event, and if you are considering an incentive reward trip there are a wealth of options for youto think about. Whether your group is large or small, they will be met with the warmest of welcomes, the best whisky in the world and arguably the most amazing backdrop for a special event.

Pauline Beattie, our Head of Sales Scotland, has represented Conference Care north of the border since 2006, and shares some of her favourite experiences and tips for a truly mazing event.

Distinctive venues

To make your incentive really aspirational, finding the right venue in Scotland is essential. Choose your venue carefully, it needs to be something with a wow factor to make your event unforgettable and set it apart from other conferences and events. For something more unusual, Scotland has a huge range of choices available from Royal yachts in Edinburgh to palaces in Perth, private castles on islands to secluded Lodges surrounded by nature at the edge of Loch Ness. Or you could consider Glasgow for some exclusive shopping in Merchant City followed by a bespoke evening in the Corinthian Club, open 23 hours per day. Think about the tone you want to set for your attendees and start from
there. Conference Care are the specialists at venue finding in Scotland, and our team will always source you the right venue.

Dining with a difference

Dinner doesn’t have to be dull! As well as your choice of venue, how you decide to feed your attendees can be the main talking point of the whole event. Consider options such as the Underground Caves in the heart of Edinburgh; a decadent Emporium to select your own fayre and have Chefs prepare it in front of your eyes. Or why not dine at the top of the Cairngorm Mountains near Aviemore surrounded by snow, at the top of a Tower with a lone piper playing into the night skies or behind the scenes in the wine cellar of the
most famous hotel in Scotland – Gleneagles.

Optional Extras

If you really want to go the extra mile, include an exclusive experience or activity. Of course we can’t talk about Scotland and not include sport, especially golf with the Trump International Golf Course in Aberdeen having opened recently, and the Ryder Cup being held at Gleneagles in 2014 –sporting options are often a big draw. Alternatively why not race around Loch Lomond on the Celtic Warrior with a chilled glass of Champagne in hand – or if you prefer dry land, glide over the sands land yachting in St Andrews. For
something special in winter you could hurtle across the snow pulled along by huskies or even hike through the hills on a highland safari through Perthshire.

With so many options available in Scotland, the hardest part of planning your event will be making your choice, which is where Conference Care comes in – who knows, you could even end up in Glencoe for your own version of Skyfall!

Posted in Uncategorised | 2 Comments

Tips for Online Delegate Registration

Posted on 17th October 2012 by Vicky Hall

Creating a successful delegate registration site is a crucial part of any event. An online system gives increased control and better efficiency by saving hours of unnecessary work and by reducing costs. Knowing where to start when building your site for the first time however can be daunting, Event Manager Vicky Hall gives us her top tips to bear in mind:

Image is everything

During the design process think about the audience, the key messages, themes and branding of the event for your registration site.  If you’re still lacking inspiration you can use your company website as a guide – by following the same format and feel you will ensure consistency; when delegates log onto the homepage of the registration site, they instantly know they are at the right place as the familiar visual prompts are clear and reassuring.

Content is key

That being said, your site is only as good as the information on it! After you have the basic event information such as dates, agenda, speaker bios, hotel or venue details including directions, spend time thinking about the details of the event and create a check list of what you need to know.  If you can capture all of the event data in one place and at the same time, both you and your delegates will benefit.  Examples of things to consider are: do delegates need to pre-select breakout sessions, do you want to include social media, do delegates need to book accommodation as part of the event and can the system manage this etc.

Keep it user friendly

Give careful consideration to the wording on the site and the questions, to make it as user-friendly as possible.  It may seem obvious to you, but misinterpretation is the most common reason for incorrect data capture.  Keep questions to a minimum – the less fields you have the more likely delegates will complete the process quickly and easily and without frustration.

Keep the questions simple; a good tip is to imagine you are asking questions to children.  If a 5 year old can understand it then the chances are your delegates will.   Draft your questions and then get someone to test it and give you feedback.  If there are any areas of ambiguity then re-write the question or break things down to simpler yes/no formats.

Effective reporting

Knowing that the registration site can deliver reporting in a format that you can easily obtain and understand is crucial for event management.  A key element of reporting is flexibility – you should be able to pull off a report in different formats and set almost any filter ranges.

It’s likely that you will be running reports if not daily, at least several times a week, so the system needs to be fast.  Key reports you’re likely to use a lot are total delegate numbers, special dietary requests, rooming lists and financial reports.

Data protection

Identity fraud is a real problem, so it is more important than ever that your registration system is safe and reliable, in order to provide you and users peace of mind. When dealing with sensitive information, there are two ways to detect that you are using a secure website:

  • Check the URL – Normally, when browsing the web, the URLs (web page addresses) begin with the letters “http”.  However, over a secure connection the address displayed should begin with “https” – note the “s” at the end meaning the user details will be encrypted before sent.
  • Look for the Padlock Icon – There is a standard among web browsers to display a “lock” icon somewhere in the window of the browser. For example, Microsoft Internet Explorer displays the icon in the lower-right of the browser window and Mozilla’s FireFox Web Browser displays the icon in the lower-left corner.   Anytime you see these icons displayed like this you can be confident that your delegate data is safe.
Posted in Event Management | 6 Comments

International Venue Finding

Posted on 31st August 2012 by Sophie Blackmore

Earlier this year, Conference Care identified a growing demand for meetings and events worldwide, with enquiries for international destinations increasing by 20% since 2010. With a wealth of information available to event planners and conference organisers, it can be difficult to stay ahead of what is new or different, especially with challenges such as language or time zones to consider.

With that in mind, our International Team, handpicked for their experience in international venue finding, share with us a few important aspects to consider when taking on a meeting or event overseas:

 

Consider the purpose of your event

As with any event, the venue you choose has to be appropriate to the purpose of your event, and choosing an international venue is no different in this perspective. If your event is a reward for delegates you may want to consider a destination that has plenty to offer in terms of local culture and sights to make it more of an experience. If this is not the case and you have many compulsory sessions, perhaps choose a destination which is more contained so that you don’t end up losing half of your delegates up the Eiffel Tower!

Location

If you are sourcing an overseas venue, chances are your delegates are not local, and will be travelling. For example, if your delegates are flying in you may want to give some thought to the venue’s proximity to the airport, if it is not nearby, you will have to include coach transfers or trains which can be a logistical nightmare. The time of year may also affect your location choice, the weather may be unpredictable in the UK, but generally we are not likely to suffer from blistering heat or monsoon season.

Beware of hidden costs

In the UK we are used to delegate rate packages, a DDR normally includes refreshments, lunch, room hire and Audio Visual equipment as standard however International venues will normally break everything down, so it is important to be aware of your exact requirements to avoid getting stung at the end of your event. Make sure you know the cost for every element, and don’t forget to read the small print too, it is useful to keep a sharp eye out for extra taxes!

Watch the terminology

The English language can be fickle, and even if staff are English speaking, some things will not directly translate when dealing with venues overseas, which can be confusing. For example, Brazil and Copenhagen have sleeping rooms as opposed to bedrooms, and the US quote for their tea and coffee by the gallon, rather than per head, little details that can make a big difference on the day.

Posted in Venue Sourcing | 16 Comments

Reducing meeting spend

Posted on 26th July 2012 by Sophie Blackmore

In current economic conditions, holding offsite meetings and events can be viewed as a luxury, and often fall victim to budget cuts; events are often cancelled entirely for short term savings. Conference Care firmly believes that you should not throw the baby out with the bathwater, positive outcomes as a result of a meeting or conference can ultimately contribute to recovery overall, so we have compiled a few pointers to illustrate how to reduce your meeting spend when planning your event:

1. Location, Location, Location

Think carefully about where to hold your event. For example, if your delegates are travelling, good transport links are of course imperative, but this does not mean a venue has to be right in the city centre. Conference Care can find a venue a few miles out of your desired location, to demonstrate how this affects costings.

2. Be flexible

It’s not news that midweek is busier and therefore, more expensive, but event planners still don’t take advantage of this to the full. Consider holding your event on a Monday or Friday, or even over a weekend if the venue is business focused rather than leisure. Traditionally August is a quiet month, ask Conference Care to quote across a variety of dates to see how this could be to your advantage.

3. Multi-task

Do you normally hold team meetings and a separate AGM each year? Consider asking Conference Care to ‘stack’ your events onto one another. This gives you the advantage of only paying out on travel expenses once, and more negotiation power with your chosen venue for rates. Add that extra meeting on a quiet day as per point 2, to really consolidate your spend.

4. Be open to suggestion

Do you return to the same meeting venue year after year? Conference Care have a policy of always quoting two alternatives for a named venue search, you’d be surprised at what venues may offer when give the chance to quote against local competitors. Equally, if you know you’re likely to hold an event annually, Conference Care can approach venues regarding a multiple year deal, to drive down your delegate rates.

5. Be budget savvy

Finally, ask your event coordinator at Conference Care for advice on how to get the most out of your budget: can you opt for a working buffet rather than private dinner, serve sparkling wine rather than champagne, consider a different room layout etc- the devil is in the detail, and Conference Care know every trick in the book!

 

Posted in Venue Sourcing | 3 Comments

Venue Finding in London

Posted on 6th July 2012 by Andrew Deakin

Sourcing a venue in London can be a challenge; there are many branded hotels, independent properties and unusual venues to tempt all types of event planners and conference organisers. London has become a key destination for event planners all over the globe and with such interest in the Capital, it can be difficult to secure space for your important Conference, Meeting or Event.

The primary issues when sourcing venues in London is finding the venue that fits with your unique objectives that is available at the price that you find acceptable. At Conference Care, we have been sourcing London venues since 1995 – to date we have booked over 150,000 Conferences and events. Here are our tips to assist you in achieving your goals:

1) Make sure that you understand the objectives of the event. Write these down and make them the focus. Ensure that these objectives are communicated to all your suppliers, these can anything from financial, the look and feel of a venue, DDA compliancy, ABPI Compliant venues, the perception of a venue to the delegates, your customers and your employees. An event aimed at prospective customers will have different objectives to an internal communication conference or meeting.

2) If you have not already, engage with a venue finding company. These companies work with the venues on a day-to-day basis for a diverse set of clients sourcing a myriad of different Conferences, Meeting and Events. Once the brief has been discussed, the venue finding agency will source venues on your behalf saving you valuable time and money. If the venues provided do not suit the objectives of the event, the agency will be happy to find more venues.

3) Short-list the venues that you think best suit the specific needs and objectives of the event. Providing the venue finding agency with a short list of venues will enable them to negotiate more effectively. Ensure your nominated agency renegotiates with the shortlisted hotels and venues. Dialogue with your agency is essential – ask about previous customer experiences at the venues selected.

4) Visit the short-listed venues. Your venue sourcing agency will be able to set up your meetings with the most experienced personnel and ensure that they understand the objectives and goals of your event. Your venue sourcing agency should have staff that are London venue experts and they will be able to accompany you on the site inspections and offer their advice on the venues and hotel brands.

5) After the site inspection and further short listing, ask your venue finding agency to renegotiate. Here are examples of event items that should be considered when negotiating with the venues.

  • Daily Delegate Rate
  • 24 Hour Rates
  • Accommodation
  • Meeting Room Hire
  • Syndicate Room Hire
  • Drinks receptions
  • Value add Items

6) In addition to the financial event elements that can be negotiated, the terms and conditions of the venue contracts can often form part of negotiation process, such as minimum contracted numbers, flexible release dates, and improved cancellation terms and conditions.

7) Once you have made you choice of venue, make your venue finding agency aware – you do not want to lose your event space! The agency will inform the venue that you intend to go to contract. The contract is created and sent to you.

8) Carefully read the terms and conditions, these contracts often have the incorrect information which if signed could be costly to your business in terms of meeting the event objectives at all levels. Your venue sourcing agency will be happy to look at the venue contract to ensure that everything is accurate and according to the specification.

Posted in Venue Sourcing | 4 Comments
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