Managing a complex calendar of national roadshows and specialist events in London is no small feat. For PFS, securing preferred venues while keeping contracts, invoicing, and admin under control was becoming increasingly challenging.
Who are PFS?
PFS runs a busy programme of events throughout the UK, including National Roadshows and specialist events held in London. With around 30 events per year, the team has ambitious goals to deliver high-quality, seamless experiences for their attendees, while ensuring efficient internal processes for venue management and finances.
Who were the event organisers?
Initially, PFS worked with Conference Care on smaller venue finds and accommodation support in 2024. Impressed by the results, particularly the support in negotiating availability and pricing, PFS expanded the partnership for their upcoming roadshows.
The challenge? Coordinating a full calendar of around 30 events annually, with:
- Securing preferred venues where possible
- Managing multiple venue contracts
- Resolving contract issues and delays in responses
- Reducing financial admin, particularly around invoicing for so many events
PFS needed a partner who could not only manage the logistics but also integrate seamlessly with their internal events team…
How We Helped
Conference Care took on full responsibility for PFS’s venue finding and event management support, delivering:
- Venue Management: Tracking contracts, correcting issues, and chasing responses to ensure everything stayed on schedule.
- Admin & Finance Support: Simplifying the invoicing process, reducing financial admin, and giving the team more time to focus on the events themselves.
- Team Integration: Acting as a true extension of the events team, understanding changing requirements, and adapting flexibly.
- Service Excellence: Always approachable, friendly, and quick to respond whether by phone or email.
The result? A smoother, more efficient events process that gives PFS confidence in delivering their ambitious yearly programme.
Impact & Insights
For PFS, working with Conference Care has meant more than just venue finding; it’s meant gaining a trusted partner who makes their complex events calendar achievable.
If you or your organisation are struggling with venue management or event support, speak to Conference Care. We’ll take the stress off your shoulders so you can focus on delivering unforgettable events.
TL;DR
With 30+ events each year, PFS faced challenges managing venue contracts, admin, and invoicing. Conference Care stepped in as a trusted partner — securing venues, streamlining finances, and integrating seamlessly with the team.
The outcome? Less stress, smoother processes, and the confidence to deliver an ambitious events programme.