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Booking accommodation – do you get the best rates?

When booking a large event, where attendees are paying themselves, it is standard practice to book a block of rooms at the hotel the event is taking place, or if it is a venue that doesn’t have bedrooms, then take some rooms at nearby hotels for attendees to use.

As an organiser, we expect that these rooms will be cheaper than the advertised rates because of the volume of bedrooms we are booking and if the event is in the same hotel, there is the overall benefit to them of profitability from the meeting space, food and beverage and additional attendee spend.

Taking a room block is a substantial undertaking for an event organiser. They will probably have to guarantee a minimum number of bedrooms, there will be a cut-off date and attrition. Bookings need to be closely monitored to avoid penalties.

Transparency is essential from the hotel. It’s quick for an attendee to look online, at the hotel’s website or a 3rd party accommodation booking site and if the rooms are offered more cheaply then they will book elsewhere and there will be a complaint. Also, it’s easy to compare rates with hotels nearby. Increasingly event attendees are looking elsewhere for accommodation to obtain better value for money, particularly in cities where Airbnb has plenty of options of a comparable standard. So, what can you do to secure accommodation at the best rate and make sure attendees use it?

  • A large event or an event on less popular days of the week or in low season will get better rates than a small event at a peak time. The hotel will need the booking more if it fits in well with their other bookings (business and leisure) Using the hotel for multiple events will improve your ability to negotiate
  • Ask for a guaranteed, better-negotiated rates and make sure this is in the contract
  • If your event is at a Congress Centre, then they can help, particularly if there are several hotels involved
  • Similarly, for a city-wide event the Convention Bureau will be able to help
  • Monitor the bookings closely to make sure you achieve the required numbers
  • Keep checking the hotel rates offered on their website and through 3rd party sites to make sure they rates haven’t been reduced lower than your agreement
  • Be aware that nearby hotels can and will offer discounted rates on the date of your event

Of course, there will always be delegates who want to book the hotel where the event is being held, particularly if there is a dinner and drinking. Securing and holding accommodation is less of a problem to the event organiser in a large city, where there are more hotels in walking distance or a quick taxi ride from the event venue.

If you would like help or EDGEvenues to book accommodation on your behalf, please call 01780 484051 or email enquiries@edgevenues.com.

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HBAA states average meetings spend is up 8.8%

Average spend per meeting has increased 8.8% to £2,144, according to the latest figures included in the HBAA Meetings Barometer.

“It’s been a good first half of the year for the UK meetings industry and bookings for the rest of the year indicate that this buoyancy will continue until at least the end of the year,” says Angie Mason, chair of the HBAA, who reports further good news for the industry in the latest figures for the first six months of 2019.

The report, developed in partnership with The MeetingsBenchmark Ltd, not only reveals that the average spend per meeting had risen by 8.8% to £2,144 from £1,971, but the average spend throughout 2018. The average spend per delegate had also increased by 6.7%, from £85.71 in 2018 to £91.46.

The average day delegate rate (DDR) had also risen slightly from £32.89 last year to £33.17 while the average number of delegates has remained the same at 54.

Increasing confidence among event planners is reflected by the reduction of lead and conversion times.  The average lead time for forward booking of events has gone down from 79.7 days to 78.3 while the average conversion time went down slightly from 18.5 days last year to 17.9 days so far in 2019. 

Looking at forward bookings for July to December, currently the average spend per delegate is up substantially to £116.54 and the average DDR up to £33.90.

Mason added: “The HBAA Meetings Barometer data highlights positive trends in the market and plenty of strong reasons to be optimistic and confident about business in the imminent future.”

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Using video to promote an event, have you tried it yet?

Videos on social media are users’ favourite content and are twice as popular as photos and four times more popular than text posts. A report from the US video company Animoto has revealed that video content has the best return on investment for marketers on social media. 88% of people surveyed were pleased with the ROI of their video marketing efforts and 93% percent said that they gained a new customer or client thanks to a video on social media.

Many event organisers still haven’t tried video, but it’s a good idea to build it in to the marketing strategy, in the following ways:

  • Launch video: this will drive awareness and create excitement – let everyone know what is happening and when.
  • Run-up to the event: share details of speakers, the programme, exhibitors and any additions to the event
  • About the event: answer the key basics – what time is the event starting, where is it and how to get there, what they should expect, things to remember or bring
  • Afterwards: relive the excitement and successes for attendees and let people who didn’t attend know that they missed out. Invite people back next year and thank everyone involved.

Video formats

In social media feeds, square videos are most popular as they take up to 78% more space in a mobile feed than horizontal shots. Instagram stories uses a vertical format of Instagram Stories and as a result vertical video is growing. So, make your news feed videos are square to get the most screen coverage. Also look at Instagram Stories for tips. Instagram is deisgned to be instant and personal, so it’s not necessary to have expensive, professional videos and content filmed on a phone works fine.

Video is getting shorter and shorter, because of the power of Instagram Stories which encourages stories to be told in moments. By making a video short, viewers are most likely to watch all of it. Between 10-30 seconds is ideal, using 2 second clips to get the message across quickly. There’s only a second or two to capture a viewer’s attention as they are scrolling down a page.

Check for news about your event, industry information, the speakers, attendees and react to it quickly. Use anything relevant in a video summary to keep promoting your messages.

Use a mobile phone to collect quick clips immediately and try to get the right shots, some of the ones you’ll need are:

Close-up shots that capture emotion — people having fun, cheering, concentrating, networking
Crowd shots – showing the volume of people, as well as the venue and what’s happening
Shots of performers, speakers, presenters on stage — try to capture questions, applause or laughter from the audience
Testimonials and soundbites from attendees sharing what they get out of your event
Shots from the stage, showing the audience from the presenter’s view
Use a drone to capture aerial shots of the entire event, but make sure you are insured if you are flying over people.
Product and merchandise clips, which can be used to set the scene

Create the video

You can either use a template or create the video from scratch. Firstly, decide the order of the clips, but don’t use a logo at the beginning. Use the first few seconds to capture the viewer’s attention with something exciting and stop them scrolling further.

Tests show that text at the top of the video clip work best on opening clips. Think about asking a question to keep people watching. Put your call to action in the middle of the video, as well as other places, in case viewers don’t get to the end.

Build your video promotion strategy

Facebook and Instagram prioritise video in their algorithm, which means that your organic posts will reach a greater audience. If you are paying for ads it should result in more sales.

Facebook

There are more than 1.47 billion daily users of Facebook and can be used successfully if you:

  • Target a defined market
  • Have a Facebook Events page
  • Use Facebook’s targeted advertising options
  • Avoid a hard sell because Facebook is a personal space for friends, conversation, not sales pitches
  • Create square videos, which appear bigger in the news feed
  • Make videos that work without sound, because 85% of viewers scroll through their feeds with sound disabled

Instagram

This site is about images and stunning visuals to build your brand. It’s good if:

  • Your audience is young and your event imagery visually enticing
  • You can work with influencers who have a big following on this platform and can help you cross-promote
  • You have more than 10,000 followers, which means that you can use the “swipe up” function of Instagram Stories to connect to your registration page
  • Include a call to action button to convert interest to sales.

As well as the social media platforms, videos can be used elsewhere too …

  • On email: if you use the word “video” in a subject line it will increase open rates.
  • Website: make sure the latest video is embedded on your Home Page.
  • YouTube: it’s the world’s second-largest search engine (after Google), so posting a video there increases your chances of being seen with little effort.
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Radisson Blu hotel to open at London Resort in Kent

Radisson Hotel Group has confirmed plans to open a 430-bedroom Radisson Blu hotel at the London Resort, a 535-acre resort set to open in Kent in 2024.

Created in partnership with American film studio Paramount Picture Corporation it will be one of the biggest themed entertainment resorts in Europe and will include a theme park, water park, cinema, theatre, hotels, restaurants and retail outlets.

Radisson Hotel Group will become a stakeholder in the project as well as opening the upscale branded property, which will feature a bar and restaurant, meeting and event spaces and leisure facilities, including a spa and swimming pool.

Elie Younes, executive vice president and chief development officer, Radisson Hotel Group, said: “We are delighted to be part of such an iconic and unique project that is breaking new ground and bringing together an exciting mix of global brands. We strive to create memorable experiences for our guests, and this is the perfect opportunity to do just that.”

PY Gerbeau, chief executive of London Resort Company Holdings (LRCH), said: “Radisson Hotel Group’s commitment to the resort represents a significant milestone and is testimony to the absolute conviction the team has to deliver this project.”

In the UK, Radisson Hotel Group operates 26 hotels under the Radisson Collection, Radisson Blu, Radisson RED and Park Inn by Radisson brands. Radisson’s partner Edwardian Hotels London operates 12 hotels, and partner PPHE Hotel Group operates 11 hotels.

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UKinbound research reveals UK tourism business reducing environmental impact

UKinbound has released its latest Business Barometer results, highlighting the measures tourism businesses are putting in place to reduce their impact on the environment. Results also show bookings and yields are holding steady for two thirds of members and confidence levels have picked up.

In its latest survey, the association asked its members to comment on their sustainability practises, revealing that over 81% of tourism businesses think it is important to implement sustainable and environmental policies for their businesses and clients.

These companies are taking proactive steps to minimise the impact of their tourism business on the environment, with 59% reducing single use plastics, 49% reducing their carbon footprint, and over 1 in 5 using renewable energy.

Forty percent of respondents also said that they are working with eco-friendly partners, have ‘green champions’ in the workplace, and are recycling/reducing food waste.

Joss Croft, CEO, UKinbound commented: “It is great to know that our members care deeply about the environment and are taking positive action to minimise the impact of their businesses and clients. After all – it is in all our interests to nurture and take care of our beautiful landscapes, cities, towns and villages, as this is one of the main reasons why the majority of international tourists visit the UK.

“In addition to our research, the Environmental Audit Select Committee is conducting an inquiry into sustainable tourism. We are looking forward to reading their recommendations and supporting these where we can on behalf of our members.”

Andrea Nicholas, managing director, Green Tourism added “Over the last two years we have seen over a 400% increase from tourism and hospitality businesses wanting to explore how to improve their sustainable practises and how to evidence their achievements to their increasingly inquisitive consumers.

“Our significant growth has come from hotel groups and other hospitality businesses seeking validation and accreditation that their practises are being managed efficiently and cost effectively (particularly our new energy audit, which guarantees significant cost savings).”

The July UKinbound Business Barometer also asked members to feedback regarding business operating conditions during May and June, with 75% of businesses saying their bookings/visitor numbers/customer orders were the same or higher than May/June 2018. Yields were also the same or up for 84% of businesses during the same periods.

China and America continue to be the leading growth markets, with 43% of respondents experiencing growth from one of the two.

France and Germany continue to be the two most in decline markets, with 29% of respondents experiencing decline from one of the two.

Confidence also saw a positive increase compared to March/April data, with 57% of businesses stating they are confident about the upcoming 12 months, compared to 49% the previous two months.

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Brussels announced as ‘preferred events destination’ for European associations

For the eighth year running, Brussels is the preferred destination in Europe for association event organisers, according to the Union of International Associations’ annual ranking.

The capital of Europe has a network of more than 2,250 registered association, which represent diversified sectors.

The successful ranking is based on a number of factors, including its ideal geographical location, the presence of an important network of associations and European institutions, a network of speakers nearby, venues for special events, hotel infrastructure and a high level of multilingualism.

“Visit.brussels has invested greatly in supporting international associations and in organising their events. They are truly part of the capital’s DNA,” said Patrick Bontinck, CEO of visit.brussels.

“In this respect, in 2018 the partners form the visit.brussels Convention and Association Bureau contributed significantly to the 733 meetings of international associations held in Brussels. A big part of our 2025 strategy’s commitments is based on a deeper development of our congress and conference offer, as well as strengthening personalised services supported by international associations,” he added.

“They will be able to reap the benefits of the numerous connections that our expert will help with as well as the economic development of our region.”

Helping to strengthen Brussels’ association meetings reputation is the ESAE’s (European Association of Association Executives) Strategic Plan for 2019-2021, which launched in June.

The plan implants the vision and sets the foundation for ESAE to uphold Brussels’ position as the leading pan-European network of association leaders and the referenced knowledge source on association management, leadership and governance.

ESAE connects European association leaders and executives, supports their professional development and establishes effectiveness and professionalisation of the sector.

ESAE’s program manager, Ioannis Pallas said: “We are glad to count on visit.brussels’ extensive know-how in helping understand better and connect with association leaders from different sectors.

“Working with their extremely knowledgeable staff is a valuable practice in ESAE’s way forward to extend our outreach and provide high-quality, bottom-up services to our members.”

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Exclusive Hotels and Venues renamed as Exclusive Collection

Exclusive Hotels and Venues, the parent company of Pennyhill Park and other luxury hotels, has been renamed as Exclusive Collection.

The new name has been chosen to reflect the group’s varied portfolio of businesses that comprises four hotels, a pub, two spas, a golf club and cookery school.

At the same time, the branding around the new name had been updated, with the traditional crests from before replaced with a simpler and more contemporary look.

Danny Pecorelli, managing director of Exclusive Collection, said: “The new name makes us sound more modern and more eclectic, which is a good thing.”

Alongside Pennyhill Park in Bagshot, Surrey, the three other hotels in Exclusive Collection are South Lodge, near Horsham, West Sussex; Lainston House, Winchester, Hampshire; and the Manor House, Castle Combe, Wiltshire.

The group also comprise two venues, Royal Berkshire in Ascot, Berkshire, and Fanhams Hall, Ware, Hertfordshire; as well as the Manor House Golf Club; the spas at Pennyhill Park and South Lodge; Castle Inn pub in Castle Combe; and Seasons Cookery School at Lainston House.

“For Exclusive Collection we have created a modern type and icon combination logo and for each property we’ve featured a single animal, some of which already occupy a place in the hotel, like the sheep at South Lodge, and some like the horse for Royal Berkshire are synonymous with the location,” said Pecorelli.

“Using animals is a great way to engender an emotional connection with the properties and separate them all, whilst giving them a unified look and feel.”

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Cardiff City Centre set to get go-ahead for for luxury new hotel

Plans for a new luxury hotel in two of Cardiff’s most historic buildings are set to be given the go-ahead.

The listed old Post office and County Court in Westgate Street, near the Principality Stadium, are set to be transformed into a four-star, 175-bed hotel operated by the Celtic Manor Resort.

Developer Rightacres and the Welsh Rugby Union are behind the plans which are set to be approved by Cardiff council’s Planning Committee next Wednesday (August 14).

Cardiff planning officers have recommended councillors approve the plans.

If plans are approved the vacant post office and county court would be refurbished while a new-build six-storey extension would be built behind the historic building. 

The developers say the new Westgate Hotel would have a “prestigious” entrance hall, one of the largest function rooms in Cardiff capable of seating 350 guests, a new bar and 120-seater restaurant facing Westgate Street and a leisure spa offering views across the city.

The Westgate Hotel would be a joint partnership between the WRU, which owns the county court which has stood since 1904, and Rightacres, which owns Parkgate which hosted the post office and was built in 1896.

Both the interiors and stone facades of the two buildings would be refurbished, while the spiral staircase of Parkgate would be replaced.

A total of 17 people have objected to the plans, while HM Courts and Tribunals Services, which uses the Cardiff Civil and Family Justice Centre next door to the site, has also raised concerns.

HM Courts and Tribunals Services has told the council about “the potential for excessive noise, vibration and dust to be generated during both the demolition and construction phases of the development.

“Mitigation will be required to avoid such matters affecting the Justice Centre operations and potentially damaging the building’s ventilation plant and equipment.”

HM Courts and Tribunals Services has also raised concerns about the development’s impact on traffic to the Justice Centre.

Its letter to the council said: “The access from Westgate Street is used primarily by the judiciary who require unencumbered access, mainly at the start and end of the working day, on foot and by vehicle.

“Security is the main concern in this regard, since members of the judiciary are at risk due to the nature of their work and are, from time to time, the subject of various threats of harm.”

If planning permission is approved the developers would be asked to pay £50,000 towards improving the footpath on Westgate Street.

Find out what other venues are available for meetings and events in Cardiff.

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Schlosshotel Berlin has joined Preferred Hotels and Resorts

Schlosshotel Berlin by Patrick Hellmann is situated in what was West Berlin, about 25 minutes from Tegel Airport and 30 minutes from Schoenfeld Airport. It is an old mansion on a leafy street and surrounded by woodland.

This is a luxury boutique hotel with stylish interiors in a historic building, combining the glitz and glamour of the last century with contemporary guestrooms. The ‘Stadtpalais’ was built in 1914 and quickly became a favourite destination for the international bohemian set: Josephine Baker stayed here; Hildegard Knef wrote music here; Romy Schneider got married here and Jogi Löw and the German national football team stayed in 2006.

There are 53 contemporary guestrooms and a spa, gym and indoor swimming pool with a view of the pine forest.

The hotel has seven meeting rooms, the largest has capacity for 70 people in theatre style. The remaining rooms take between 12 and 30 people. All are suitable for private dining and the restaurant can be privatised for a group of 60 people.

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Under, an underwater dining experienced in Norway

Situated at the most southerly point of Norway, a restaurant 5 metres underwater, opened earlier this year. The restaurant was built on a barge before being submerged and bolted to a concrete slab anchored to the bedrock beneath the sea bed and it’s the world’s largest and Europe’s first underwater restaurant.

Under is designed to look like a rock formation above the ground. The entrance is above the water, clad in oak and guests descend to a mezzanine level where the bar area is situated and there’s a vertical window where guests have a split level view of air and sea. The dining area is down further with a huge window to look at the seabed, which changes in colour throughout the day and seasons, from sapphire blue on a cold Winter’s day, to emerald green in the Summer. Depending on the season the fish species that can be seen are pollack, cod, colourful wrasse, urchins, crabs, lobsters, spiny dogfish and kelp.

The plan is for the structure to integrate with the marine environment over time. Its half-metre-thick concrete walls are built to withstand pressure and shock from the sea conditions, while the rough shell will function as an artificial reef for marina flora and fauna. The restaurant collaborated with the Norwegian Institute of Bioeconomic Research to create optimal conditions on the surrounding seabed so that fish and shellfish can thrive.

Under has seating capacity for 100 guests, but on normal nights it will serve 40 guests. The menu includes fish and seafood and also the option of tasting seabirds and wild sheep from the surrounding area.