Your Event, Seamlessly Delivered
When you’re planning a meeting, conference or corporate event, your to-do list can quickly become overwhelming. Venue sourcing alone can take hours of research, endless calls and back-and-forth emails – and that’s before negotiations even begin.
That’s where HotelRes steps in.
Step 1: Start the Conversation Early
As soon as your event is in the pipeline, get in touch. Our venue finding service is completely free of charge when we are the sole people searching on your behalf. The earlier we’re involved, the more options we can secure and the stronger our negotiating position becomes – saving you both time and budget.
Step 2: Tell Us What “Best Fit” Looks Like
The more detail you can share, the better the results. Whether you’re an EA organising a leadership offsite, HR booking a training programme, or a marketing team planning a client conference, every brief is unique.
We’ll ask about:
- Preferred location
- Venue style and brand alignment
- Budget parameters
- Meeting space requirements
- Bedrooms (if required)
- Parking and accessibility
- Any specific technical, catering or layout needs
Even if you don’t have all the answers yet, that’s fine – we’ll guide you through the right questions.
Step 3: We Do the Legwork
This is where we save you hours.
Using our years of experience, in-depth venue knowledge and trusted network of suppliers, we approach the venues that genuinely match your brief.
We know which venues work well for board meetings, which excel at large conferences, and which are best suited to creative workshops or client-facing events. You benefit from insight that only comes from industry experience.
Step 4: Negotiation & Holding Space
We don’t just gather availability – we negotiate on your behalf.
Our team works to secure the best possible rates and added value, and we’ll place provisional holds on suitable options so you have breathing space to make a decision without losing availability.
Step 5: A Clear, Costed Proposal
You’ll receive a fully detailed proposal outlining each recommended venue, complete with costs, package inclusions and key information. We can also provide images of the meeting spaces and sample menus so you can visualise the experience.
Everything is presented clearly, making it easy to compare options and share internally if approvals are needed.
Step 6: Site Visits Made Simple
If you’d like to visit your shortlisted venues, we’ll arrange the show rounds for you. Where possible, we’ll accompany you so that we can help you evaluate each space.
Step 7: Seamless Handover – With Ongoing Support
Once you’ve selected your venue, we’ll arrange the contract and ensure everything is in place.
At this stage, we typically step back slightly so you can build a direct working relationship with the venue’s on-site team – the people who will be delivering your event on the day.
That said, we never disappear. We remain in touch and are always on hand if you need advice, support or a sounding board.
At HotelRes, we see ourselves as an extension of your team – protecting your time, your budget and your reputation.
If you have an event on the horizon, even if it’s just at the early planning stage, we’d love to help you get started.
