LOCATION: UK-WIDE
CLIENT: Leading UK Awarding Organisation
Our client is one of the UK’s foremost awarding bodies, responsible for setting and assessing qualifications used by students, schools, and educators nationwide. As a strategic partner, Conference Care supports their venue finding, event and accommodation needs, ensuring consistency, control, and cost-efficiency as their programmes grow in scale and complexity.
The organisation approached us with the need to modernise and streamline their venue sourcing, accommodation, and event booking processes. With diverse event types — from examiner standardisation meetings to large-scale review sessions — they required a partner capable of balancing brand protection, financial oversight, and flexible logistics. Key challenges included:
Conference Care implemented a fully managed solution tailored to the organisation’s needs:
Venue Finding & Accommodation Management: We sourced venues across the UK that met operational specifications, negotiated cost-effective rates, and managed relationships with PSL and non-PSL suppliers to ensure maximum choice and value.
Technology Integration: We implemented and customised our digital platforms — including our online venue-finding portal MeetingsHub — to streamline bookings, reporting, and stakeholder communication.
Financial Transparency & Control: Using open-book accounting, we provided consolidated invoicing, clear visibility on commission or rebate, and detailed MI reporting, enabling complete clarity of spend and savings.
Dedicated Account Team: A dedicated Account Manager and operating team act as an extension of the organisation’s internal event function, overseeing bookings, SLA performance, risk management, and continuous improvement.
Risk Management & Compliance: We conducted due diligence on all venues to ensure compliance with accessibility, health & safety, and internal standards, while proactively managing contingency options during high-demand periods.
The partnership has already delivered strong results:
A leading UK awarding organisation needed to modernise how they sourced venues, booked accommodation, and managed events across the country. They faced challenges around cost control, accessibility standards, governance, and reducing administrative workload for staff and associates.
Conference Care delivered a fully managed solution that streamlined their entire process. We sourced and negotiated venues nationwide, implemented digital platforms to simplify booking and reporting, and provided open-book financial transparency with consolidated invoicing and detailed MI. A dedicated account team now acts as an extension of their internal operations, overseeing risk management, supplier performance, and continuous improvement.
The partnership is already delivering significant impact: strong cost savings through negotiation and volume leverage, reduced administration thanks to integrated technology, and clearer decision-making through consolidated reporting. With regular reviews and long-term account management, the organisation is now better equipped to scale its events efficiently and in line with strategic goals.
A leading UK awarding organisation needed to modernise how they sourced venues, booked accommodation, and managed events across the country. Conference Care delivered a fully managed solution that streamlined their entire process.
See how we managed 2000 room nights for a major city-wide event.
