Tag: conferences

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Venue concessions: negotiating what’s best for your event

venue concessions

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?

Venue concessions: The hotel or venue

  • Extend the bedroom rate three days before and three days after the meeting dates, in case attendees are travelling from afar and need to arrive early or stay late.
  • Hotels often offer a complimentary bedroom for a certain quantity of bedroom nights. Try to negotiate an additional free room.
  • Enquire about a complimentary or reduced rate accommodation for the event organisers and any individuals needed for set up.
  • Ask if there are any suite upgrades available last-minute free of charge.
  • Request complimentary room nights or dinner for a site visit and planning visits.
  • Ask for a proportion of early check-ins or late check-outs.
  • Request a private luggage storage or cloakroom for attendees to leave bags if the meeting doesn’t match the hotel’s check-out time.
  • Ensure your group has complimentary use of the health club, spa, pool, and any other leisure facilities.
  • Ask the venue if they can offer any free or discounted transfers from the airport or train station.
  • Ask the venue if they have any discounts on leisure facilities, spa treatments or golf for attendees. It is also worth asking whether they can offer discounts for local attractions.
  • If there is a resort fee, ask for it to be waived or discounted.
  • If there is a parking charge? The hotel should be willing to discount it or allocate several complimentary spaces.

Contracting and invoicing

  • Agree with the hotel well in advance on which charges they will post to the master account and which charges attendees will pay. Communicate this to attendees too, so they are fully aware of any charges they may face.
  • Check the minimum delegate numbers with the venue and negotiate, if applicable to your event.
  • Check whether there is a food and beverage minimum spend. If there is, and you are wary your event might not reach it, ask if the venue can lower it.
  • Negotiate a percentage of guest room attrition on the original contracted block.
  • Negotiate on the rates and confirm whether they include service and tax.

The event/ meeting

  • Check the Wi-Fi will support the quantity of attendees. If it is unsuitable, ask the venue to upgrade it free of charge. It needs to cover all meeting rooms, registration areas and catering areas. The capacity of the Wi-Fi is important as many people have multiple devices.
  • If you need to use the venue’s AV equipment, ask if they can make a deal to incorporate it into your event package.
  • Find out what equipment is included and ask for anything else you need. If the venue has it in stock, it may be complimentary.
  • Consider if you need early access, late breakdown, or overnight hold of the meeting rooms. If so, check the venue can do this free of charge for you.
  • Check if the venue provides paper, pens, stationery, water and sweets in the meeting rooms. If not, ask for a discounted rate or complimentary stationery for your event.
  • One of the most popular requests is morning breakfast rolls on arrival. The venue may be willing to add these free of charge as they are not expensive to produce but are great for delegates, especially at early morning events.
  • Ask the venue to include a re-booking clause in the contract. The clause can mitigate the cost if you need to cancel and re-book.
  • Enquire if the venue will offer a multi-year deal at a set rate and/or hold dates for future years. If the event works at the venue and you want to re-book then the negotiation has already been done.

Venue concessions rules for negotiation

  • Only ask for items that are important to you. It’s better to focus on these than a long list.
  • Be fair and realistic. If the venue team understands why you are asking for something, it will be more likely to try and make it work.
  • Remember that the venue has costs too. Don’t negotiate on anything that will negatively affect your meeting, the service, or quality.
  • Think about where the venue makes its profit – that’s where they will most likely be able to reduce costs.
  • Negotiations will be much quicker if you can deal directly with the decision-maker.
  • Be kind. The venue staff will do their best to make your event perfect. But if they can’t offer exactly what you want, be kind and thank them for what they can do.
  • Make sure everything is put in the contract. Ask a colleague or legal adviser to check it before you sign. Trinity Event Solutions Your event specialists should be able to do this for you – you just need to ask!

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

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Edwardian Hotels vision for a sustainable future

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:

  • Reduction in the use of energy
  • Minimise the carbon footprint
  • Decrease the use of water
  • Lessen food wastage

Carbon Emissions

Edwardian Hotels’ targets in this area are:

  • Between 2009 and 2016 the group reduced carbon emissions by 26.7%, against a target of 20%
  • Between 2016 and 2018 that figure increased to 30.7%, an increase of 4%
  • The company has a partnership with Tesla, promoting electric cars. Electric charging points have been installed at the Heathrow and New Providence Wharf properties, offering complimentary charging to guests

Reducing Single-Use

  • Edwardian Hotels London was one of the first hotel groups to introduce refillable shampoo, conditioner and soap in bedrooms, public and staff areas to reduce single use plastic
  • They are looking at alternative products and packaging to reduce plastic further
  • Most items in the event areas are re-usable and any items which can be recycled are done so automatically
  • Any polystyrene is sent to recycling and used to create insulation

In the wake of COVID-19, products are being reviewed to ensure they are hygienic as well as environmentally friendly wherever possible.

Reducing Waste

  • General waste has been reduced by 20% compared with 2016 and each property is aiming to reduce water use by 4% against 2018 consumption
  • The target set by the Mayor of London is to recycle 75% by 2025 and card, paper, cans, plastic bottles, glass and mixed plastics are recycled. Food waste is collected separately
  • Edwardian Hotels use Globechain, a marketplace for unneeded items.
  • The group uses GSC certified paper

Food and Beverage

  • Produce and food waste is constantly reviewed
  • Local products are used where possible
  • Coffee beans are collected and Nespresso machine pods are recycled
  • Meetings, conferences and events
  • Delegates are encouraged to use public transport
  • Items in the meeting rooms are re-usable or recyclable
  • Menus use locally sourced ingredients where possible

Charities

Cancer Research UK is the group’s corporate charity. In addition, the bars and restaurants support Springboard and each hotel has local charity partnerships.

The Londoner

  • When this hotel opens in Leicester Square, it will have achieved:
  • 30% less carbon usage that the regulations demand
  • CHP and LED lighting
  • A £175m Green Loan from HSBC. This is the first loan in this sector to encourage and facilitate environmentally friendly activity
  • ‘Excellent’ Building Research Establishment Environmental Assessment Method rating, to sent high standards for the procurement, design, construction and operation of new developments
  • And it will have a liquid film that reduces evaporation and energy loss from the swimming pool

For more information about the individual Edwardian Hotels, search on www.edgevenues.com.

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What will we eat in 2021?

The expectation is that, more than ever, when they go to conferences, meetings and events, people will be looking for food that they haven’t been able to make at home. Travel is an opportunity to try new dishes and the whilst we’ve been locked down there has been a following for comfort food. Nostalgic dishes will still be popular, but with a twist, still comforting, but stimulating too.

This time last year we looked at what we can expect to eat at events. Overwhelmingly the trend was for healthy choices:

  • more plant-based choices
  • healthier snacks
  • alternative milks
  • brightly coloured food
  • simple and natural dishes
  • a focus on sustainability

So what can we expect for 2021?

The catering industry expects to see more of:

  • Yuzu – a sharp citrus flavour which that tastes like a mixture of grapefruit and mandarin.
  • Cherry Blossom – used in cocktails, cakes and puddings
  • Honeycomb Toffee – a mixture of two well known tastes
  • Smoked herbs and spices – the regular ingredients have been given an extra dimension
  • Chillies – more varieties with different levels of heat and flavour
  • Tempero Baiano seasoning – from Brazil. It’s a mixture of herbs and spices to use in casseroles and vegetables
  • Mexican Recados – a citrus paste to use in marinades for meat
  • Dukkah – North African toasted nuts and seeds to sprinkle over dips, meat and vegetable dishes
  • Izakaya – a mixture of small plates (like tapas) but from Japan
  • Pinoy with banana ketchup – meat kebabs from the Philippines, with sweet and savoury flavours

Intolerances and special diets

There has already been an increase in special diets over the last few years, but expect more use of alternative flours and milks, as well as seeds, grains, pulses and oils. The use of chickpeas has grown massively, but in the future, they will be used in more unusual ways including puddings.

Cocktails

Cocktails have also grown in popularity alongside specialist bars for specific spirits. When lockdown is over, expect people to indulge in exciting cocktails and unusual drinks.

Fermented food and plant-based options

Kimchi, kombucha, sauerkraut – all contain probiotics and are a popular choice for the healthy eater.

Alternatives to traditional protein will be on the menu as well as fresh vegetables. Food that is high offers health benefits and boosts immunity will be popular choices.

For example, fermented foods contribute to positive gut health, seafood is high in Omega 3 fatty acids which offer a wide range of health benefits, and plant-based menus obviously offer up a lot of nutrients and vitamins.

Toast with different toppings

We’re all familiar with avocado toast and hummus on toast , but what about mashed squash or sweet potato, mushrooms, beetroot, tapenade or peppers to go with eggs or a salad topping?

Coffee

Coffee flavoured products are expected to increase, so you can expect to see it in snack bars, granola, smoothies, yogurt and many more dishes.

Our conclusion is that following from 2020, we will see more of the same trends – healthy choices, but also some reward for all the months that we haven’t been out.

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Travelling around the world – who’s holding events?

Globe with flight paths

Last week we looked at how our European neighbours are managing Covid-19, what restrictions there are on travellers and whether they can hold conferences, meetings and events. This week we’re looking at some popular destinations which require long-haul flights from the UK.

Travel corridors were suspended 4am this morning, 18 January 2021. This means that if you arrive in England from anywhere outside the UK, Ireland, the Channel Islands or the Isle of Man, you will need to self-isolate for 10 days.

Travellers must have proof of a negative coronavirus test to travel to England.

Mexico and Canada have closed their land borders with the United States until 21st February. Japan has brought in a state of emergency in Tokyo since Covid-19 cases have risen to record levels. But what’s happening elsewhere?

Australia

The regulations vary state by state and there are restrictions on moving between states. Before travelling to Australia, you need to have a negative Covid-19 test. On arrival all international travellers are escorted to a designated facility (hotel) and must quarantine for 14 days. State and Territory governments. The traveller must pay a fee to cover the cost ($3,000 for an adult in New South Wales).

However, once in Australia the rules have been relaxed with Melbourne allowing meetings for 150 people indoors and 300 outdoors, in New South Wales the limit is 20 people and 50 in Queensland.

Canada

From 7th January, all international arrivals to Canada must have received a negative Covid-19 test result before boarding the plane. Then there is a mandatory 14-day quarantine period.

The regulations do vary from state to state, but gatherings are banned where social distancing is not possible. There is a curfew or closure of bars and restaurants in some places. The limit on the amount of people allowed to meet inside and out varies according to tiers.

China

All direct flights between the UK and China have been suspended. There are restrictions on movement around the country and there are quarantine requirements for internal travellers. The rules vary depending on the risk level in that region.

Hong Kong

Hong Kong and Singapore have delayed a planned air-travel bubble for the time being. This would have allowed travellers between the cities to avoid a quarantine by presenting a negative Covid-19 prior to their journeys. Flights from the UK were suspended on 23 December.

Gatherings are limited to two people, who aren’t from the same household.

Japan

Tokyo currently has its highest level of Covid-19 since the pandemic started. It has declared a state of emergency and the measures will be in place until 7th February. Residents are advised to leave their homes only for essential reasons and must avoid gatherings. Restaurants have been ordered to close by 8 p.m.

Mexico

The US land border will be closed until 21st February. Some hotels and restaurants are open, depending on the area and quarantine is not required on arrival in the country.

New Zealand

New Zealand’s border has almost been completely closed to international travellers and as a result the country has light restrictions. The meeting regulations are governed by tiers. In Level 3 the rules are a maximum of 10 people, Level 2 a maximum of 100 people. In Level 1 there are few restrictions on businesses.

Singapore

Visitors to Singapore who have been in the UK for 14 days prior to travel are not permitted to enter or transit Singapore.

The country has a plan called Connect@Singapore which will allow a few business travellers at the end of January. They will need to apply in advance and take multiple Covid-19 tests prior to and during their visit.

Currently, business events of up to 250 people are allowed, with permission from the Singapore Tourism Board. Attendees must be distanced between five zones of 50 people.

South Korea

All direct flights between the UK and North Korea have been suspended. The current rules on gatherings are a maximum of 50 people indoors and 100 people outside.

United Arab Emirates

Each Emirates has different regulations and airlines are still flying between Dubai, Abu Dhabi and the UK. A negative Covid test is required prior to travelling. Quarantine for 14 days is required on arrival but can be carried out at a hotel or private residence.

Hotels, restaurants and tourist attractions are open. Conferences and meetings are permitted in Dubai.

This information is subject to change and we advise you to check the regulations before booking, check your insurance cover before booking.

18 January 2021

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Blackpool to reveal forthcoming £500m transformation

Blackpool has returned to the conference and events mainstream. The resort’s message is to showcase its £500m transformation of the resort and its conference offer.

VisitBlackpool has joined forces with the resort’s Winter Gardens and a range of hotel partners to showcase its forthcoming transformation. They will exhibit at the International Confex to be staged at ExCeL London, 25-26 February.

A brand new £28m conference centre which is under construction adjacent to the historic Winter Gardens. This will increase capacity to almost 8,000 delegates when it officially opens for business early next year.

Several three-, four- and five-star hotels are also under construction.

The electrification of the Blackpool to Preston railway line will open up the resort to direct daily services with major cities including London, Birmingham, Manchester and Liverpool.

The infrastructure, including a remodelled seafront, new European-style trams and the development of the biggest range of branded visitor attractions outside London, is also to delivered.

Partners at International Confex include representatives from two of the resort’s new hotels, The Boulevard and Hampton By Hilton. As well as existing hotels including The Imperial, Best Western Carlton, Royal Hotels Group and The Grand.

Mandy Tythe-McCallum, business tourism manager, for VisitBlackpool, said: “Blackpool has a long-established reputation as a conference destination, but we need to tell the world that we are not trading on nostalgia.

“Our business tourism offer has benefited from the huge programme of resort regeneration that is underway. At the heart of our offer is the brand-new conference and exhibition centre that has been specifically designed to accommodate modern conferences and other large-scale events.”

With the addition of the new Conference & Exhibition Centre, the Winter Gardens will become a hub of 12 distinct venues. It will offer a total of 4.9 acres of connected conference, meeting, event and exhibition space.

The 140-year old Winter Gardens is itself enjoying a multi-million-pound upgrade. This will include a new air conditioning system, improved digital connectivity and extensive refurbishments throughout the complex.

The plans for the new Conference Centre and upgraded Winter Gardens have already seen the venue sign-up several new major clients. They also welcome back a number of big events which had relocated to other venues.

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Ideas to make sure attendees get the most out of your events

We all know that planning is the key to a successful conference, meeting or event. So how do you plan to make sure delegates get the best out of your events?

The German Convention Bureau has identified five elements to improve the delegate experience. We explore them, here.

Get the most out of your events:

1. Networking

Research has shown that networking is an important reason for attending an event. Event organisers should plan enough time for everyone to have the opportunity to meet and introduce themselves.

There are plenty of things organisers can do to facilitate networking. There are matchmaking systems to connect people before the event has begun. At the event, icebreakers can start communication and get people familiar with each other. Or interactive displays will create a reaction and get people talking.

2. Sharing Knowledge and Information

Another top reason for attending an event is to have access to new and exciting information. For many events, attendee satisfaction depends on the quality of content. The content must deliver new knowledge, improve understanding, and attendees need to be able to use it when they are back in the office. The information must have the power to motivate them or change their behaviour.

Speakers must be able to discuss a topic thoroughly and be engaging so the audience listen and take in what they say. They must also be able to answer questions, so, they should be very knowledgeable in their chosen topic. Think about the formats of sessions. Can some be interactive, or can a session be delivered by attendees working in small groups?

3. Disruption

Events that surprise and create change can positively impact both individuals and organisations. First-hand experience is important, and to introduce something different can create a lasting memory and sense of community.

Event organisers should consider building in an element that ties in with their organisation’s CSR policy, such as a meditation session, an inspiring speaker, creating artwork or a team-building exercise. This element needs to have a purpose but it can introduce attendees to something unusual and change their mindset.

4. Technology

Everyone expects technology to be at the forefront of the event. While it’s nice to introduce some innovative elements, they must be meaningful. There are apps and software to facilitate interaction between attendees and speakers, and using technology to engage delegates will create more interaction. Elements such as live streaming, virtual reality, specialist apps, and so on can elevate an event to the next level.

Organisers should consider whether it would be possible to mix digital and real-life options for people to interact with each other, while remembering that different personality types (more or less introvert or extrovert) have different ways of communicating.

5. Satisfaction

The main overall aim is that the attendees are happy with the event. They will have had different reasons for being there, and if they leave having achieved their goal, they will be satisfied. If they have gone to learn something new, made new contacts, and met their goals, they will deem it a successful event and hopefully attend again.

There is many aspects to remember when organising an event which contribute to the overall success. However, the most important factor to consider is the clients’ and delegates’ satisfaction. If they are happy, it was a successful event!

Need help planning your next event? Try our very own Trinity Event Solutions

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Planners want employers to reduce work stress, survey shows

Event planners want their employers to do more to make their work less stressful, according to a new survey.

A survey sent to attendees of De-Stress Fest, the event industry’s first free well-being festival at The Royal Horticultural Halls in May, returned with a very clear message, as 100 per cent of respondents said that they want employers to do more to make their work less stressful.

Laura Capell-Abra from Stress Matters, one of the festival’s partners, said “It’s no surprise that organisers are desperate for their employers to recognise their plight, however it’s not asking the impossible. By taking time out to hear their needs and give them tools such as going on our Mental Health First Aider Workshops, employers will be able to put systems in place to avoid stress getting out of control, thereby achieving a happier and more productive work force.”

80 per cent acknowledged that the job itself had become more stressful in the last five years, with some saying that their workload had doubled. When asked about the kind of wellness initiatives they’d like to see in the workplace there were a wide range of responses to aid mental and physical well-being including taking the Stress Matters pledge, talk therapy, meditation, re-balancing, massage, yoga, workshops and Access Bars which ‘de-frag’ the brain.

Three quarters took away useful tips from the festival to help them de-stress at work and home, with one in four recognising the need to take a break to re-energise body and mind to be more productive in the long run. Breathing techniques were also a big hit as were re-balancing and posture re-alignment.

Lorraine Thorne, venue sales manager at RHH, said “I’m glad De-Stress Fest served people well, and many took something valuable away with them. The survey also showed that there is a need for events like this and everyone wants De-Stress Fest to happen next year. We are currently in discussion, so watch this space.

“Throughout the Royal Horticultural Society we now have Wellbeing Champions who can point staff to the appropriate person to help their situation. We are also promoting walking at lunchtime and we will be offering yoga, massage and meditation in the near future.”

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How to design an appropriate Code of Conduct for your event

We’ve all seen the rise of the #MeToo movement in the last few years, so how do you make sure your event or meeting is not the next news item?

The answer is to have a Code of Conduct. In the USA, a survey has found that 60% of respondents experienced harassment while attending a conference. Most of them did not report the problem to anyone. About one third of meeting planners have had to manage a situation where an attendee reported being sexually harassed.

This is an area that you need to get right, not only to address the behaviour and make sure it doesn’t happen again. But if you don’t, then there are legal implication, reputational harm and loss of staff morale. It’s important to have a Code of Conduct in place to set the tone of the event and behavioural expectations and make sure that everyone operates in an environment of respect. It will also help to avoid complaints.

Here are some pointers of how to write your Code of Conduct:

  • Incorporate your company’s values, principles and mission
  • Keep it simple, straightforward, and concise
  • Include a statement of values
  • The emphasis should be on respect
  • Set out expectations of appropriate behaviour
  • Explain what behaviour will not be tolerated
  • Make clear how to report inappropriate behaviour
  • Lay out the consequences or sanctions
  • Here’s an example that will help you draft your own policy

The Code is meaningless unless attendees know about it – think about putting it on your event website or app, or you could make it part of the registration process, put it in the conference materials or it could be mentioned in the introduction to the event.

If you have a meeting code of conduct, then you need to be prepared to enforce it. That means that you need to educate those tasked with receiving complaints and put sound investigation practices in place

  • Make sure someone has been nominated to receive complaints
  • Communication – ensure everyone knows who go to and how to report an issue
  • Appoint a neutral investigator – this could be someone internal or external as long as they are objective and knowledgeable, whilst being able to demonstrate that they want to find out the truth Have a full understanding of the code and the complaint process
  • Ensure that there is confidentiality and discretion. Other people within the business will need to know about it, but ensure it is as few as possible
  • Undertake any investigation immediately
  • Make the investigation thorough, from both sides and talk to any witnesses

Do you still investigate if the complainant changes their mind? Yes – if you want to make sure it doesn’t happen again, and you need to be seen to be taking this seriously.

And remember, this doesn’t just apply to attendees, but also speakers, sponsors, contractors and everyone involved in your event.

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A record year for Central Hall Westminster sees them set to increase charitable funding

Central Hall Westminster has announced a record turnover for the year of £7.8m, and subsequently promised to increase charitable funding to £1.7m per year. This will represent a 21% rise in donations to charity by 2020.

The central London venue’s 2018 Annual Review reveals that the record turnover has been boosted by a 37% increase in high-profile concerts held in its historic Great Hall. This included the Royal Armouries’ concert to mark the end of the hostilities in the First World War attended by the Duke and Duchess of Sussex. Other high-profile concerts included UNICEF’s Christmas Carol concert featuring Jessie Ware which raised money for children in Syria, Katie Melua’s London leg of her World Tour, 80s pop band Madness transmitted live from the venue by BBC One and the Raymond Gubbay season of Christmas concerts.

The number of conferences held in 2018 also increased by 31% with clients including Deloitte, Shell, The Guardian and The Jamaican National Bank. Additionally, the flexibility of the venue allowed over six exhibitions to be held throughout the year including the 13th Annual BNC Show for the second year running.

Televised media events in 2018 included Channel Four’s Stand up to Cancer presented by Alan Carr, Maya Jama and Adam Hills, held at Central Hall for the third time in a row and which raised over £24.6m, and James Corden’s The Late Late Show for the second year running.

One of the highest profile events in 2018 was a public address by the Indian Prime Minister, Narendra Modi, which was streamed live to one billion people worldwide.

As a not-for-profit organisation, surplus revenue is used to maintain the historic Grade II* Listed building and to support charitable causes. In 2018, £450,000 was spent on improvement works including a complete refurbishment and rebranding of its public café. For 2019 and beyond, a budget of £1.1m has been set for a ten-year building maintenance programme.

As a result of the increased revenue, the venue was able to make a contribution of £1.2m to the funds of the Trustees of Central Hall which makes further contributions to the building’s upkeep and to a number of charitable causes including homeless charity, The Passage, and the onsite St. Vincent’s Family project which supports vulnerable local families. Other charitable initiatives for 2018 included raising over £28,000 through public donations to the Toilet Twinning charity which aims to provide clean water and sanitation to poverty-stricken families around the world.

Paul Southern, Managing Director of Central Hall Westminster, comments: “For the past five years we have beat our own record for results, but in the last year it has been phenomenal with the large increase in both concert and conference business. We really took the spotlight on the world stage with the number of internationally acclaimed and high-profile events which took place here. Prime Minister Modi’s address to one billion people around the world had particular resonance with us after Mahatma Gandhi addressed an audience from the very same stage exactly 70 years earlier. This demonstrates how we and the world have progressed to reach huge audiences, while our values remain the same.

“In addition, we have exceeded our five-year plan to increase the number of high-profile concerts which take place within the venue and are delighted that the profits from these and all our other events go to help so many worthy causes,” he added.

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New data reveals £1.9bn spend generated by academic conferences

Richard Smith of RJS Associates and Tony Rogers Conference & Event Service have released new research into the university and academic conference market.

Among the key findings are that academic conferences generated £1.9bn of in-destination spend during 2017, as well as an estimated 15 million delegate days.

The new report, entitled ‘University and Academic Conference Market Trends’, represents the first in a series of reports examining the developments, changes and trends in different types of conference and meeting venue over the past decade. 

It is based on the huge volumes of data that have been collected in this period via the annual ‘UK Conference and Meetings Survey’ (UKCAMS) research. It is designed to complement the national UKCAMS data by providing an in-depth analysis of different venue types on a sector by sector basis.

This report provides a more detailed focus on universities. It looks at the supply of such venues and their different characteristics, as well as the size, value and performance of the academic venue sector by different sub-categories of venue.

The report also contains a number of insights from university conference sales representatives, summarising their current market experiences, and reflecting on changes experienced over recent years.

Some other key findings from the research include:

 The annual average number of conferences has fluctuated since 2009. Academic venues experienced an increase in 2010 and 2011 but fell back in 2013 and 2014.  They have witnessed some growth in the last couple of years.

This trend appears to have been driven by business from the corporate sector which has also fluctuated since 2009 but has shown an increase from 2013.

Levels of overnight conference business have also increased from 2013 – reaching a peak in 2017.

Tony Rogers commented: “Academic venues, principally universities, have a long history of staging meetings and training events, but it is really only in the past two to three decades that serious investment has taken place to provide facilities for, and the marketing of, dedicated meeting and conference spaces for hire by external organisations.”

Authors Richard Smith and Tony Rogers also undertake the annual UKCAMS research. Copies of the report are available priced £250 + VAT. Visit http://www.ukcams.org.uk to order.