The Hotels.tv Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
Contents Page Before The Venue Search Begins
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The Venue Search
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Venue Visit Check List
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20 Questions To Ask Venue Management & Staff
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Before Signing The Venue Agreement
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Important Information Sources For Edinburgh
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Notes
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Aim Of This Guide The aim of this guide is to assist you through the many and varied steps involved with searching, viewing, booking and negotiating a venue for your meeting, conference, exhibition or other type of event. Alternatively, you can ask us at Hotels.tv to manage this whole process for you for FREE.
About Hotels.tv Hotels.tv in Edinburgh provides a free hotel and venue booking service to companies and individuals. We are available online, by email, by telephone and face-to-face to advise and support you. Contact us today if you would like us to find and book the perfect hotel or venue for you. Hotels.tv has been engaged in online travel over 15 years and has demonstrated success at the highest level, producing the first hotel videos for internet use. Hotels.tv profiles hand-selected accommodation from around the world, many featured with a presenter-led independent hotel video review to help guide those searching for their ideal accommodation. For further information visit http://www.hotels.tv
About The Author Ian has been running Hotels.tv in Edinburgh since 2010. Prior to that Ian worked in marketing for media and financial organisations across Europe and the US. Originally from Aberdeenshire, Ian has come to know and love Edinburgh & The Lothians. Ian uses his strong interest in history, culture and sport to discover what’s happening locally so that he can better advise visitors to the capital. To read Ian’s Blog visit http://hotels.tv/blog/edinburgh/ Ian Jamieson Regional Director www.Hotels.tv/Edinburgh
Last Updated : November 2011
Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
Before The Venue Search Begins So you have been asked to find a venue. Sounds simple. However, there are many factors that need to be confirmed before we start searching for a venue; Number of attendees – sounds obvious but do you really know how many people will attend? Invitees are not attendees. Meeting month – there are some great venue deals available in January. It can be difficult to get people to attend during the summer months as people are on holiday. Consider off-peak months. Meeting date – there are many big conferences held in Edinburgh each year. By being flexible on the date you may be able to avoid these and keep costs down. Meeting day of the week – some days of the week are much cheaper than others to hold a meeting or event. Venues are less busy on Mondays and Fridays. Meeting time – what time does the meeting need to be at? It may attract more attendees before or after the working day (9am to 5pm). How much time will you need before the meeting to gain access to the venue? And afterwards to do any packing up or for a debrief? TIP: Meetings DO run over time. Attendees don’t like to be kicked out of a room, especially if the meeting is going well and great ideas are being generated. Catering – do your attendees require a buffet, sit-down meal or basic refreshments? Good food can make an average venue or meeting much more enjoyable and memorable. TIP: By offering breakfast before a meeting you are more likely to get your attendees to arrive on time! Transport – how will your attendees travel to the event? We all know that parking in Edinburgh is difficult. Are they coming by train or plane? Consider a venue nearer a train station, airport or motorway. Accommodation – will your attendees require accommodation? Would your attendees prefer to stay in a hotel away from the event? Do you want all of your attendees staying in the same hotel? How many rooms will you require? Hotels.tv can assist you with your hotel bookings too. Breakout rooms – are these required to split attendees in to groups for discussions? TIP: Groups are more productive in the morning than after a heavy lunch. Don’t allow break-out rooms to becoming resting places away from the main event. Technical equipment – will presenters require laptops, projectors, video conferencing, TVs, microphones, CD/MP3 player, whiteboard, flipchart, pens etc.? Disabled access – do NOT make any assumptions. Make sure that your venue offers disabled access otherwise it could become very embarrassing. Your otherwise excellent event may attract negative publicity. Budget – get a clear idea of your budget and divide it accordingly. There’s no point spending all your budget on a fashionable venue if there’s no money left for tea and coffees. TIP: Compromises will have to be made so prepare yourself. Aim – this is the most important factor of them all. What do you want to get from this event? Are you looking to impress staff or clients? Are you looking to entertain or elicit ideas? Are you promoting a brand? Are you looking to build sales? Once you have these requirements clearly written down and signed-off by the powers that be you can begin the Venue Search.
Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
The Venue Search Now you have your meeting requirements you can start searching for venues satisfying those requirements. Most of this can be done online from your desk, with a few phone calls to confirm details. TIP: In Edinburgh you will be competing with other many other companies and organisations for venue space so start your search early. The sooner you start the venue search the more options you will have to choose from and the cheaper it will be. Finding the right venue can take a lot of time, so make sure you have scheduled plenty of time in your diary for searching, contacting, visiting and negotiating. The first place to search for venues is our old friend Google. A few quick searches will show up an array of options. To narrow them down will takes a lot of digging. The Events Edinburgh site lists more than 200 venues in Edinburgh. You can search for venues by factors such as Activity Type and Location. The Hotels.tv Venue Section lists those venues we have hand-selected and have working relationships with. TIP: Could you hold your event outdoors? This could be a cheaper option but with different regulations to meet. It’s also worth checking for conflicting events going on in Edinburgh. Google the dates of your event, including the year, along with the term Edinburgh, and check the results. This sounds obvious and simple but it’s often forgotten. Check for sporting and cultural events going on in Edinburgh. This could make travelling more difficult, or it could be a great opportunity for some post meeting entertainment. Check these sites for dates; RBS 6 Nations Fixtures For 2012 Edinburgh Festivals VisitScotland Event Search Events Edinburgh The List Edinburgh Spotlight – What’s On section Once you have highlighted a few venues that look interesting then check on Trip Advisor and foursquare for reviews. Also speak to friends and colleagues about the venues. They may already have been to an event there and have an informed opinion. Put together a short-list (2 or 3) of venues you would like to visit. It’s important to shop around and look at a few venues to get value for money. Don’t set your heart on one venue – make your decision after the venue view. Now start calling the venues to arrange a viewing. Tell each venue your requirements over the phone and ask them if they can help you achieve your aims. Often facilities at a venue can change and these changes may not be reflected on the venue’s website yet. If you find the venue staff rude and unhelpful on the telephone then remove them from your short-list. Finally, decide on who needs to attend the venue viewings. Are they decision makers? Are they experienced in finding and choosing venues? Do they have enough information and training to ask the right questions? TIP: Take a camera phone or digital camera with you on the venue visit so you can record the visit and remind yourself of the venue layout later. You can also show the video to colleagues to get their opinion and to save them making the visit too.
Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
Venue Visit Check List Now you have your short-list it’s time to start some Venue Visits. It’s important to be able to measure one venue against another. Don’t let fancy lighting distract you from poor catering. To benchmark venues it’s useful to have a checklist. We at Hotels.tv in Edinburgh have put together the check list below for you. Question
Comments
Yes
No
Did the venue’s sales team respond promptly to your initial contact? Is the venue easy to find? Any problems with the sat-nav location? Was there plenty of parking? Cost? Were you given a warm welcome? Was there somewhere secure to store coats and bags? Washing and refreshing facilities for attendees travelling a long way?
Any views of the stage obstructed? Are there plenty of seats? Too many seats? Comfortable seats? Is there air-conditioning? Where are the controls? Is the air-con noisy? Are the controls for the lights easy to find and use? Are the carpet, fittings, and walls of the required style and quality? Is there easy access to printers, photocopiers, and paper if new materials are required? Is there plenty of daylight? Artificial light? Are there fresh flowers? Are there break-out rooms? Is there room to add a stage? Stages take up a lot of room. Did you get to see or try the catering? Kitchens?
Is Internet access via WiFi or broadband cable? Is it free? Does the venue provide WiFi in the rooms or just in public spaces? Are there plenty of power and network sockets? Are PCs and laptops suitable for running the software and applications required? Are there supplies of pens, paper and note pads? Is there disabled access? Are guide dogs welcome? It’s the law! Are fire exits clearly marked? What are the evacuation procedures?
Are the local cafes, bars and restaurants any good? Attractive to attendees? Were you given a brochure of the venue to take away? Were the venue staff friendly? Knowledgeable? Rushed? Were you invited back for a second viewing? Did the venue staff follow-up your visit with an email?
Can you think of any other important checks that need to be considered for your event?
Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
20 Questions To Ask Venue Management & Staff Venue visits can pass very quickly so it’s important to spend some time beforehand listing the questions you want to ask the venue staff and management. In this section Hotels.tv provide you with a list of questions to start things off. You should spend some time thinking of your own additional questions. 1. What are your day delegate rates? Half-day delegate rates? Hourly rates? What’s included in this charge? 2. Who from the venue will be working on the day of the event? Familiar staff or new staff? If new staff, what are the hand-over procedures for event information? 3. Will there be someone to greet the attendees, take their coats, record their attendance and direct them to the event space? 4. Will the venue provide name badges for attendees? 5. Is there a technical member of staff on hand to help out with any technical problems? Will someone show the presenters how to use the equipment correctly? 6. Is the catering provided by onsite staff or is it delivered in? Regular catering staff or recruited solely for this event? Ask for an opportunity to try the catering before the event. 7. Will the drinks and snacks be refreshed during the event? 8. Do you cater for different eating requirements? 9. Will there be other events taking place before, during or after your event? 10. Are there local companies who could help us make the event more entertaining or instructive? 11. Can we play music at the event? Any restrictions on time of day, or day of week? 12. What style of layouts can the room be arranged in? Theatre? Conference? U-shape? Classroom? 13. Can you provide a pre-event email with details of parking, timings, maps etc.? 14. How easily can rooms be turned around? Does the venue need to change from conference to dining? Where do you put your attendees during this period? Are there enough seats for people to relax in during a lengthy turnaround? 15. Is the venue experienced in receiving your type of attendees? Young, old, techies, non-English speaking, noisy etc. 16. Is the venue a member of a trade organisation such as the IACC (International Association of Conference Centres)? 17. Will staff help hand out goodie bags and other items to attendees leaving the event? 18. Can you run a rehearsal? 19. Can you provide testimonials or the contact details for your existing clients? 20. How can you help us meet our aims for this event?
Can you think of any other questions to ask relevant to your event?
Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
Before Signing The Venue Agreement
Now that you have selected a venue that best meets your requirements it’s time to start negotiating on price and terms. Make sure there is a venue agreement to sign. It’s important that you have something to revert back to just in case something does go wrong before, during or after the event. It doesn’t have to be complicated, the very minimum to receive is an email confirming your booking time, date and location. Again, speak to friends and colleagues to get their opinions on the venue. They may already know how well previous events at the venue have been managed. Have you negotiated on price? There’s always room for manoeuvre. Or there should be. Before signing the agreement ensure that a lawyer, solicitor or someone familiar with venue agreements has looked it over. Primarily they should be checking; Cancellation policy – can you get all or some of your money back if the event is cancelled? Payment – is there a deposit to pay now? Is payment required at the event or can you be invoiced? Extras – clearly define what is included and what is extra. Define how much the extras will cost. Weather – events are often cancelled due to the weather, especially in Scotland. What conditions are in place for possible rescheduling? Insurance – the venues in Edinburgh have an excellent reputation the world over for putting on big and complex events. However, best check that they have the proper insurance in place. Regulations – does the venue meet all the regulations it is supposed to – fire, access, health & safety, alcohol licensing? Don’t be afraid to walk away if the venue is not prepared to meet your requirements. There will probably be many other suitable venues after your business. If you have any concerns at any time please let the venue staff know, and escalate it if you don’t get the right answer. The venue business is a competitive business and venues want to keep you as a client. Plus, they probably face the same problems every week, so may have an easy and effective answer to your problem. Once communication has broken down it can be very difficult to regain. TIP: Remember to record who attended. And remember to ask for feedback on the venue. Just because you liked the venue doesn’t mean everyone else did. This final chapter may sound a little pessimistic but on the very rare occasion an Edinburgh venue does not perform as it should, there need to be options open for redress. Now you have the venue booked only the small matter of the event management to be getting on with! If you choose the right venue with the right support staff then this should make managing the event a whole lot easier. Good luck with your event. I’m sure it will go swimmingly! If you would like Hotels.tv to manage the whole venue searching, booking, and negotiating process from start to finish for you for FREE please contact; Ian Jamieson ian.jamieson@hotels.tv Tel: 0131 208 3345
Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
Important Information Sources For Edinburgh Edinburgh Airport EH12 9DN. 0844 481 8989 twitter @EDI_Airport. Taxis Onward Travel 0131 333 2255 Airport Travel Services 0131 669 2323 Central Taxis 0131 229 2468 @CentralTaxisEd City Cabs 0131 228 1211 @CityCabsltd Taxi Edinburgh 0131 337 0337 Edina Executive Cars 0131 656 9885 ComCabs 0131 272 8000 National Rail Enquiries: 08457 48 49 50 or from outside the UK +44(0)20 7278 5240 twitter @nationalrailenq East Coast 08457 225 225 @NRE_EastCoast ScotRail 0845 601 5929 @ScotRail Virgin Trains 08719 774 222 @VirginTrains Travel Scotland 0871 200 22 33 @TravelineScot –public transport info Edinburgh Council Parking Map Edinburgh Council Real Time Travel News twitter @edintravel iPhone & iPad Apps EdinBus – Edinburgh Bus Times CityCabs Edinburgh Central Taxis Edinburgh
Thank you for taking the time to read this guide. I hope you have found it useful in some way. If you have any feedback or suggestions for this guide please email them to edinburgh@hotels.tv
This brochure and its contents are copyright © 2011, Hotels.tv Limited, all rights reserved. Hotels.tv, the hanger logo and all other marks displayed herein are registered and/or common law trademarks of Hotels.tv and/or third parties. Representations made in this brochure are current as of its publication date. Reference to any products, services, processes or other information of any third party does not constitute or imply endorsement, sponsorship or recommendation of or affiliation with, such third party by Hotels.tv. Such third parties are owned and operated by independent retailers or service providers, and Hotels.tv cannot ensure that you will be satisfied with their products, services, business practices or provided information. Hotels.tv recommends that you pursue any and all investigation you feel necessary or appropriate before transacting with any third party.
Guide To Booking A Venue In Edinburgh
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Call Us On 0131 208 3345 Or Email edinburgh@hotels.tv To Make A Venue Enquiry
Notes
Guide To Booking A Venue In Edinburgh
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