Hotels, Venues & Event news
How to plan a successful incentive programme is one of the greatest challenges going forward. In the last 18 months most travel-based programmes were cancelled or postponed. Companies still wanted to reward their staff who had achieved their goals and many of them turned to merchandise and gifts.
Many companies are planning to return to the travel incentive programme, but these will be different in the future.
For help to plan your incentive programme to find a venue, call our team of experts on 01780 484495 .
A delegate confidence survey conducted by Bramcote International and the Association of British Professional Conference Organisers (ABPCO) amongst 350 association conference attendees has highlighted their confidence and attitudes towards attending future events.
Heather Lishman, ABPCO’s association director comments: “This survey is, on the whole, great news for our industry, highlighting not just what delegates have missed but what we can do to entice them back to our events. The results clearly show that conference attendees miss the personal elements of a conference – although they recognise that digital platforms offer highly capable opportunities to share knowledge and learn, it is the human interaction they miss the most – with only 15% saying they do not wish to attend an in-person event for the foreseeable future. This presents a real opportunity for future events to find creative ways to bring people together to learn and increase interaction.”
“Flexibility was also a key response if we are to successfully bring people back to live events. The requirements for additional measures to be put in place at events were far overshadowed by a need for more flexible cancellation terms, giving them the confidence to book in the first place. Unfortunately, despite the largely positive elements of the results, sustainability appears to be taking a back seat as delegates express a greater desire to travel in their own cars, avoiding mass transit options.”
The survey was conducted by Catherine Newhall-Caiger of Bramcote International, who said: “As the events industry, we have always known that networking, social interaction and meeting people is a key driver for attending events. This Survey reinforces this well-versed mantra by clearly showing that face-to-face interactions and social connections with colleagues is top of the agenda for 93% of the Survey respondents. Our role as PCOs, Venues and Suppliers is to create meaningful networking opportunities where people are engaged, and conversations happen that can often lead to new business connections, learning opportunities, collaboration and friendships. The key to our success is understanding and listening to our audiences and using this to create the right event, at the right time for the right audience.”
The 350 delegates surveyed were from a balanced demographic of age, gender, location and sector. Full details of which are available in the methodology and results.
The full survey is available by emailing heatherlishman@abpco.org
The United Nations Climate Change Conference, COP26, is due to take place in Glasgow from 31 October – 12 November 2021 and with the recent extremes of weather around the world, sustainability is very much on everyone’s minds. Gradually, sustainability is becoming mainstream in the events industry, but now it has to be more than supplying reusable bags and getting rid of plastic straws.
There are huge problems to solve and these can impact the event’s budget. To be successful all the stakeholders need to address the larger issues of food waste, transport, energy, use of plastic and water consumption.
IMEX has published the Global Destination Sustainability Index which aims to promote the sustainable growth of international meeting destinations, highlighting best practices and responsible business tourism. It assesses the sustainability performance of cities and conference bureaux in four categories:
At the moment, 25 Scandinavian cities take part and these have been joined by destinations in Switzerland, Germany, Spain, Ireland, Norway, Slovenia as well as Australia. It is hoped that more destinations will participate in future. Not only will this make the tourism industry more sustainable, but improve the local region’s economy and adopt, responsible practices.
The results of the 2020 survey are as follows:
| 1 | Gothenburg, Sweden | 89.60% |
| 2 | Copenhagen, Denmark | 88.00% |
| 3 | Zurich, Switzerland | 84.60% |
| 4 | Glasgow, Scotland | 78.50% |
| 5 | Aalborg, Denmark | 76.20% |
| 6 | Reykjavik, Iceland | 75.80% |
| 7 | Malmö, Sweden | 75.60% |
| 8 | Sydney, Australia | 74.90% |
| 9 | Uppsala, Sweden | 74.30% |
| 10 | Melbourne, Australia | 74.20% |
| 11 | Dublin, Ireland | 70.90% |
| 12 | Stockholm, Sweden | 68.50% |
| 13 | Aarhus, Denmark | 68.00% |
| 13 | Brussels, Belgium | 68.00% |
| 14 | Lausanne-Montreux, Switzerland | 67.50% |
| 15 | Galway, Ireland | 65.40% |
| 16 | Barcelona, Spain | 64.80% |
| 17 | Helsinki, Finland | 64.70% |
| 18 | Ljubljana, Slovenia | 63.70% |
| 19 | Oslo, Norway | 63.00% |
| 20 | Kerry, Ireland | 62.70% |
For more information about the sustainability of your destination, the Convention Bureau will be able to provide information.
For help or advice to book your event in a sustainable destination and venue call 01780 484051 or email enquiries@edgevenues.com, we’d be delighted to help.
Hybrid events are here to stay and we’ve spoken to two venues in London which have created studios. Elana Kruger, Marketing Manager of Church House Westminster (CHW) and Kat Winfield, Venue Manager of BMA House (BMA) have given us an insight into the changes that they’ve made to their venues and why they’ve done them.
It’s clear that a hybrid studio will give an organisers flexibility if Covid guidance changes and a hybrid event can reach a larger and more diverse audience, so why should you use one?
CHW: We’ve created quite a few new innovative additions for event organisers in the last year or so, including a podcast studio too! We were inspired to think ‘outside the box’ as much as possible when we were first started shortlisting new venue and event ideas back in August last year, when we decided amongst our small team of nine (reduced from 25 – thanks Covid!) that absolutely no idea was too radical or far-fetched. We knew we had to completely rethink our event spaces and become more than a venue, we needed to offer more than 19 event spaces. This was a challenge we accepted with pleasure after seeing our venue empty for so long (first lockdown). We also had to unlearn what we have learned and evolve as we build the next normal of events.
Creative thinking caps on, our team then got to work and completed the following innovative projects:
BMA: We wanted to support our clients by offering an extended range of flexible event options within the venue. We recognise the need for companies to be able to reach out to wider audiences as well as the expectation of delegates and audiences to join virtually. Our hybrid studio meets these needs whilst further supporting our industry-leading sustainability credentials.
CHW: For sure, and not just in terms of our ‘usual’ event enquiries. The exposure from the boxing events, for instance, provided a massive awareness reach for the venue in completely new markets, which meant that we subsequently picked up new and unusual enquiries. So effectively we have increased our revenue streams by finding new markets which we now serve confidently and expertly, as a result of upskilling.
BMA: Yes, we have continued to see bookings across a variety of platforms – both face-to-face (in the months ahead) and via our digital and hybrid offering. We have seen a lot of enquiries for fully virtual events on our EventAir platform as well as many requests from repeat clients for hybrid options.
CHW: A really good mix of associations, charities, government and corporate. It was essential for us to provide proof of concept, first and foremost, which is why our internal webinars were so crucial in getting it right in terms of production quality and then using that as case studies when meeting clients and promoting it to our new audiences.
BMA: We are seeing our enquiries come in from a lot of different sectors. Our strongest source has been the corporate market, which has a significant focus on the virtual and hybrid offering. However, ultimately, we are seeing enquiries from anyone looking to reach a wider audience.
CHW: The future is hybrid – for now. We can’t all be physically together in the same space due to restrictions, but we also want to avoid the negatives of going all-virtual. Thank goodness there is a model that combines the best of in-person and online, which is hybrid. It’s about experiences, keeping it human, but also maintaining flexibility. For example, should guidance change at short notice, we know with hybrid we can effectively coordinate the split between in-person numbers and virtual attendees, because we’ve got the experiences for these two (very different) audiences right.
BMA: Hybrid is still in its infancy, it is going to prove pivotal to the future of our sector, how we do business and how we communicate and organise events going forward. It is a huge opportunity for everyone in the market – we must embrace it and find ways to incorporate it into the whole of our offering.
CHW: As a tech-enabled venue, we pride ourselves on working closely with our clients. Once we know their ‘why’, it’s easier to decide what needs to be done face-to-face and what can be achieved online. There’s no perfect platform, just the best fit for your event, depending on your content/ reason for the event. It’s best not to hold back on production quality, if that’s key for your audience in terms of content and networking opportunities. We can be as flexible as a client requires us to be as most of our equipment is on-site and our expert event technologists are creative in terms of finding digital solutions.
BMA: Cost is still an issue as we come to terms with how best to make use of current infrastructure or develop it as a new product. However, as with all evolving technology and products throughout history it will come down in price as it becomes the norm rather than the exception.
CHW: Nothing equals the experience of being together in a room, connecting face-to-face. Virtual events cannot replace in-person events, but it can supplement it.
BMA: Ultimately, events have never been a one-size-fits-all business and the hybrid/virtual models are no different. To be our most effective for clients we need to continually ask questions and develop alongside their needs. Each event is a learning opportunity as well as a chance to deliver successfully for our clients. Flexibility is the most important and desirable attitude at the moment – it will ensure an event’s success and a great long-term relationship with the client.
There’s more information about Church House Westminster and BMA House on their profile pages or contact enquiries@edgevenues.com.
As we all look anxiously towards the vaccine rollout delivering a much needed recovery for our industry, Risk Assessments will take on a new importance as a non-negotiable process required to operate live events, safely, legally and – most importantly – to ensure that the guest experience is as seamless and enjoyable as ever.
Here are your key considerations for every event that is organised by a business, organisation or charity in the future.
Your usual legal requirements to provide a Risk Assessment from The Management of Health & Safety at Work Regulations 1999 remain – and now there is additional stipulations from The Health Protection (Coronavirus, Restrictions) (Steps) (England) Regulations 2021.
Principally, organisers have a legal requirement to complete a Risk Assessment – plus it also allows you to keep your staff, visitors and members of the public safe.
Under the Coronavirus Legislation, Local Authorities now have increased powers for enforcement around COVID-19 risk assessments and events. Many authorities as well as the HSE are operating spot inspections at premises and events – plus ‘tip offs’ from the public could trigger an investigation.
In a worst case scenarios, this could result in your event being immediately shut down.
A COVID Secure Risk Assessment focusses on the Risk of Transmission of COVID-19 and nothing else. We advise starting with an opening section to ‘set the scene’ and detail the general risks.
Then, use a Risk Assessment table. A numbered risk matrix is NOT a necessity but include if preferred.
A COVID assessment is as well as a normal and full risk assessment. In fact, COVID measures could introduce additional risks – e.g. queues that extend into car parks that could be targets for terrorism.
Arguably, Event Staff are the ones most at risk in running an event.
Your Risk Assessment should pay particular attention to the way the staff work including the office, briefings, the build and crew catering. Consult with the team on deciding what measures are required so that you can improve compliance when on site and make sure you include systems and information for monitoring and enforcement so that what’s on paper translates into the event itself.
Please note: This guide is aimed at corporate meetings, hybrid or studio filmed events, training courses and conferences. It is not designed with large scale, public events or exhibitions in mind. It is also written for those who do not have a background or much experience in Health and Safety.
Sign up at www.brightspaceevents.co.uk/covid-secure-events for updates on guidance and information on their training course. Interactive, online and with a H&S trained Events Expert, this course will ensure you and your team are fully prepared to deliver COVID Secure Events.
One of the biggest challenges for event organisers at the moment is how to improve engagement at their conferences, meetings and events. Gamification is increasing being used, but what are the benefits, particularly in this hybrid world that we now find ourselves in?
As always, objectives need to be set and the programme designed accordingly, but why not make learning fun and different. The goals need to connect with the content and collect relevant data, as well as improving the user experience.
One organiser who tested their audience’s knowledge before the event and then afterwards, found that 97% of people who started the gamification session finished it, and 30 days later 90%+ of the knowledge was retained. This was far higher than when gamification hadn’t been used.
Particularly successful examples of the use of gamification are for sales training and product launches.
The gamification element can be played individually or in teams, so attendees connect and network with other people. It could be used to encourage attendance at future or recurring events as an ongoing competition or ‘re-match’ if scoring is used.
Planners who have introduced gamification say that there are many advantages to using a game format that is designed specifically for the audience:
Measurements can be in place to assess the success of introducing gamification:
The data that gamification can provide:
And this can be used for:
Introducing gaming strategies and techniques to conferences, meetings and events does have advantages, particularly data collection and insights in to delegate behaviour, but the key is that it has a well defined strategy behind it and it improves the user experience.
For more information about planning your conference, please call 01780 484051 or email enquiries@edgevenues.com
In this blog, we look at some venue concessions you can request to make a contract more attractive and possibly save you money, too.
An event planner knows exactly what they need to make it happen, but on low budgets, not everything is possible. Negotiating with your venue can help make the most out of your event while achieving a few discounts.
Of course, the more attractive your business is to the venue, the more likely they will negotiate with you. And it can be reassuring to know that the attractiveness of your business is not necessarily because of its value, or the size of your group. It might be because it fits well with other bookings, is on a less popular day of the week, or time of the year. Or it’s an event type that can support the venue in attracting similar business.
A good venue procurement specialist such as Trinity Event Solutions will negotiate on your behalf. So let them know what’s important to you and they will help. The results can often be better by using an agent that negotiates directly.
It’s always worth asking for the important things and being brave, the venue can only say no, meet you halfway or agree! So, what venue concessions can you consider negotiating?
Remember, you want to be on good terms with everyone to ensure they deliver a successful event. So all parties need to be happy with the venue concessions agreement.
If you would like any help with venue concessions, or more information or advice about booking a venue please call us on 01780 484051 or email enquiries@edgevenues.com
Event organisers have lots to consider when they are planning events, and conference content is a big one!
Planners must get across their clients’ messaging through captivating meeting or conference content. That point is true whether it the event is live, a webinar, hybrid/virtual, workshops, training, exhibitions and so on.
Engaging and exciting content will entice delegates to pay attention, understand, and retain the message.
So, how do you get your message across and keep your audience engaged? And if it’s a non-compulsory event, how do you make it attractive enough to ensure bookings?
Here, we look at things you should consider in the planning of your conference content to ensure event success:
Choosing the right speaker is essential! Whether it is someone external from inside your business they must have the right skills to deliver the message.
Ensure they have experience presenting using your chosen medium; they need different skills for face-to-face, virtual or hybrid events.
Your speaker must be someone people look up to and can learn from. This clout will encourage people to book and turn up.
If it’s a live event, consider the room set-up. Do you need theatre-style, cabaret-style, or classroom-style? Consider whether the attendees need to engage with each other and whether the seating arrangement will achieve the desired outcome.
Still unsure? Our handy room layout guide can help you decide what will work best for your event.
Whether it’s a hybrid, virtual or live event, think creatively and use production experts who can bring the best skills. Consider the following elements:
Know your brand and follow through with the signage, graphics and colours. Make sure it is easily recognisable throughout the event.
Understanding the attendees and their social behaviour can allow you to predict what they will like and not. This understanding and consideration limits the chance of errors and unpopular choices.
Manage the introductions, cues and prompts, and check in with your speakers about what they intend to discuss. Ensure all of these align with each other, alongside the event goals.
Consider using frames, graphics, videos, growing text, animations, images, and filters. How should the session look and feel? Do you want a pre-recorded slide deck, or would it be better without?
Remember, sometimes a virtual audience has a better or closer view than a live audience. So, if you use video, it might be better at full screen rather than behind the speaker.
Do they understand the software? Give them coaching to prepare and rehearse. The production company will have ideas about camera angles, roving cameras, microphones, lighting and audio.
Do you want to include networking, quizzes, demos, competitions, and entertainment? Consider what elements delegates will respond to.
Think about who you are targeting, their culture, and whether there should be different sessions for live and virtual audiences.
Integrate activity with the content, encourage and remind attendees to join in. Use content from the event to continue to promote the sessions even after the event ends.
Do you want to include branded promotions? If these are screened at a live coffee break or networking, how can you successfully deliver them virtually? Ad packages must be captivating, so you might need different media for live and hybrid.
It’s a good idea to have a different person or teams to look after the live and virtual attendees. They can each focus on the best delivery and outcome for their audience.
Decide in advance whether to use the same or separate content and delivery method in each session. A planner and production team for each segment will be able to meet the goals for their audience.
Overall, understanding the delegates and considering every aspect of the event will allow you to create a captivating event. If you’re still stuck, ask delegates for feedback after the event to identify aspects to improve on.
For help with your conference, meeting or any event, just call EDGE Venues on 01780 484051 or email enquiries@edgevenues.com
Edwardian Hotels have let us know how they promote and achieve sustainability at their hotels in London and their vision for the future.
It’s not an easy task, but they continuously review and evolve their practices, partnerships and behaviour with the aim of creating a better future. It’s also in the best interest of guests, conference delegates and staff. As a result, in 2018, all Edwardian Hotels London properties were certified Gold Standard by Green Tourism Award.
Their four key initiatives look at:
Edwardian Hotels’ targets in this area are:
In the wake of COVID-19, products are being reviewed to ensure they are hygienic as well as environmentally friendly wherever possible.
Cancer Research UK is the group’s corporate charity. In addition, the bars and restaurants support Springboard and each hotel has local charity partnerships.
For more information about the individual Edwardian Hotels, search on www.edgevenues.com.