Venue Sourcing

Integrating a bespoke venue sourcing platform and online client portal

Challenge

We were invited to tender to manage all the venue sourcing requirements for the UK affiliate of a global pharmaceutical company. Our client wanted to ensure that meeting owners could easily register meetings in order for them to be sourced and also emphasised the importance of customer service, responsiveness and strong working knowledge of properties. Fifteen agencies were invited to be part of this process, and our detailed submission, which highlighted the extensive knowledge and experience of our dedicated team, resulted in us winning the tender. We were the appointed as the sole agency to manage the venue sourcing programme.

Solution

We offered our client a dedicated team and a bespoke venue sourcing platform which provided a complete reporting suite, enabling their procurement category manager to monitor all spend levels and savings as well as KPIs and SLAs to govern the services, including response times, usage of preferred venues, commission capture cost savings and many more. The team forged a strong working relationship with all the meeting stakeholders, and with this trust we managed to increase the number of enquiries driven through the centralised team.

Result

Following further investment in our platform, creating an online client portal that enabled meeting stakeholders to submit enquiries online as well as view all proposals, confirmations, historic events and budgets, we saw a dramatic increase in confirmed events. Due to the successful collaboration between our client and our venue sourcing team, we achieved the desired goal of ensuring adherence to a centralised venue sourcing model that has resulted in strong stakeholder experience, increased cost-savings, increased preferred hotel utilisation and strong compliance governance for our client’s venue sourcing activities.