To appoint a venue sourcing supplier that would deliver a robust but flexible service, with a measurable service level agreement, demonstrating value for money with transparent management information. The successful agency would provide continuous improvement in quality and service throughout the duration of the initial three year contract.
Location: London & Edinburgh
Client: Financial services
Number of events per annum: 1500+
“Hugely beneficial experience, particularly meeting relevant department heads in their own environment. The technical insight that the chef provided was fascinating and this will be really useful when we are planning timescales on future conferences into awards dinners.”
Brief
Detail
We were approached by the client’s appointed procurement provider to engage in a rigorous tendering process which focussed on deliverables including venue knowledge and expert understanding of events, supported by creative and versatile account management. In addition to venue sourcing, the client wanted a bespoke sourcing and payment solution to support the activity of regional account management teams with client engagement across the country.
Our implementation programme was detailed and fast-paced, reaching out to more than 120 planners across three sites and around the country in less than two weeks. Within one month, the contract was live!
Following targeted immersion days in key locations, we began the process of consolidating spend in preferred venues and developing positive contract added values specifically around deposit terms and minimum numbers. Through skilful and professional negotiation, this resulted in venues agreeing unique credit terms; where this had never been in place before.
We hosted energised review meetings, delivering the transparent management information required to allow us to make quality improvement recommendations. This resulted in improving the client’s internal planning processes, ultimately providing compliant and visible client engagement programmes.
As our trusted relationship developed, we relished the challenge to continually add value utilising our expertise and experience. With the objective to enhance the smooth running of events on the day, we proposed a 24 hours “behind closed doors” experience for the client events team within a five star hotel.
Outcomes
Our successful partnership is now eight years old and has continued to thrive following two contract extensions. During this period, we have secured average savings of 21% against annual event spend and expanded the venue portfolio to include new state of the art convention centres, luxury castles and key resorts around the UK; ultimately transforming the look, feel and outcomes of the client’s annual events.