Organising a successful business event is no small feat. It can feel like a juggling act, from finding the perfect venue to managing accommodation and travel logistics for groups. This is where working with a professional venue finding agency can make all the difference.

But what if your venue finding agency also offered expert travel and group accommodation management under the same roof? The synergy between these services simplifies the process and provides you with a seamless experience from start to finish.

Here’s how you can get the best out of your venue finding agency, with insights from our team of account managers and our conference and events manager.

1. Consolidation for greater efficiency

The event process becomes much more streamlined when your venue finding agency also manages travel logistics, and group accommodation. Instead of coordinating between multiple suppliers, your agency, HTS, is a single point of contact for all logistics. We understand your venue selection, accommodation, and travel requirements, ensuring every element of your event perfectly aligns.

One of our senior account managers, Laura, explains:

“Having both venue and travel management under one roof means we can plan with the full picture in mind. We ensure venues are the right fit for the event and conveniently located near hotels and transport links. It’s all about making the process as seamless as possible for our clients.”

For instance, when shortlisting venues, the agency will consider nearby accommodation options that suit your budget and the size of your group, ensuring everything aligns from the start.

2. Expert negotiation for venue and group accommodation

One of the key benefits of using an agency with venue finding and business travel expertise is their ability to leverage strong industry relationships to negotiate better rates on your behalf. Whether it’s securing the best rates for hotel room blocks or preferred rates for your venue(s), the combined buying power can lead to significant savings.

“Our longstanding relationships with hotels and venues give us a real edge when negotiating group rates,” says Lottie, one of our experienced account managers. “We’ve secured some great perks for clients in the past, from complimentary room upgrades to flexible cancellation policies. It’s all about maximising your value and keeping within your budget.”

We can also negotiate additional benefits, such as complimentary breakfast, late check-outs, or upgraded rooms for VIP guests. These benefits can ensure your event offers comfort and convenience for attendees.

3. Seamless co-ordination between venue, travel, and accommodation

One of the main advantages of an integrated service is that your agency can ensure seamless co-ordination between venue, travel, and group accommodation. Our Conference and Events Manager, Megan, emphasises how crucial this is:

“It’s not just about booking a venue and hoping the rest falls into place. We align everything, from when guests arrive to their hotel check-ins and the event schedule. It’s a complete solution that ensures every aspect is smoothly executed.”

HTS handles finer details, such as arranging group airport transfers and organising shuttles between hotels and the venue. This level of logistical support ensures your attendees experience a professional and comfortable travel and event experience.

4. Customised solutions for group accommodation

Every group has different requirements, and as a venue finding agency with travel and accommodation expertise, HTS can tailor our services to suit your specific needs.

Whether you’re hosting a small executive meeting or a large conference, we’re an agency that can source the right type of accommodation! Thinking of luxury hotels for VIPs? Budget-friendly options for large delegate groups? Or serviced apartments for more extended stays? We manage it all for you.

“We don’t believe in a one-size-fits-all approach,” says Lottie. “Every client has unique needs, and we make sure their group accommodation reflects that. Whether it’s about comfort, convenience, or budget, we find the right mix.”

HTS also factors in special requests, such as accessibility needs, proximity to dining options, or special corporate rates, ensuring all aspects of the accommodation are tailored to your group’s needs.

5. Improved delegate experience with group accommodation management

A successful business event hinges on ensuring attendees have a positive experience, and group accommodation is a crucial part of that. HTS manages group bookings to make sure guests stay in high-quality accommodation that fits their preferences, location, amenities, or budget.

Laura explains: “We take care of everything – from sourcing accommodation that matches your standards to ensuring all your attendees stay in the same location. This really enhances the networking experience and fosters a sense of community among participants, which is key for a successful event.”

By managing block bookings, HTS can secure better rates and benefits, such as group check-ins or private meeting spaces at the hotel, lifting the overall delegate experience at your event.

6. Sustainability considerations

Sustainability is a top priority for many businesses. As a travel and accommodation management agency with integrated venue finding, we can help you make eco-friendly choices. This can include recommending venues with green certifications, promoting lower-carbon impact transport options, and sourcing other sustainable suppliers for multiple areas of your events.

“Sustainability is at the forefront of event planning now,” says Megan. “We work closely with hotels and venues that prioritise eco-friendly practices and suggest group transport solutions that minimise carbon footprints. It’s a win-win for both the environment and the client.”

Whether choosing venues with energy-efficient practices or providing carbon offset options for travel, HTS can help you meet your sustainability goals without compromising quality.

Roeleen Johnson, HTS’s Head of Account Management & Implementation, says, “Our goal is to make sure everything runs smoothly, and when everything is managed together, it creates a much more efficient and stress-free experience for our clients. Contact us to learn more – we’re always happy to talk.“