In corporate meetings and event planning, ensuring venue finding policy compliance is essential for optimising resources, maintaining budgetary discipline, and upholding your organisation’s standards.
At Hotel and Travel Solutions (HTS), we recognise the importance of meetings and venue finding policy compliance among our clients’ meeting mavericks – those who book outside of policy.
In this blog, we explore strategies to promote policy adherence and streamline venue finding processes, leveraging traditional approaches and innovative technology solutions like MISynergy.
Clear and concise venue finding policy
A cornerstone of promoting compliance is the development of clear and concise meetings and venue finding policy compliance that outline the expectations, guidelines, and rationale behind venue booking procedures.
By articulating the reasons behind these policies, organisations can generate a deeper understanding among employees and stakeholders, highlighting the importance of compliance with established business processes.
Furthermore, making these policies easily accessible and digestible is paramount. Utilising internal communication channels such as intranets, newsletters, and email updates can ensure that policies are readily available to all relevant parties.
By incorporating user-friendly formats, visual aids, and real-world examples, organisations can enhance comprehension and engagement, driving greater compliance across the board.
Compliance with preferred venues and booking policies
In addition to overarching policies, compliance within specific parameters is critical. This includes adherence to preferred venues and booking policies, such as maximum rates and allowable extra costs or expenses.
By establishing a roster of preferred venues and suppliers, organisations can streamline the booking process, negotiate favourable rates, and ensure consistency in service quality.
Moreover, enforcing booking policies—such as channel compliance, where bookings are made exclusively through a single preferred agency like HTS—can enhance data capture, streamline communication, and facilitate duty-of-care obligations.
By consolidating bookings through a designated channel, organisations can centralise data management, enhance tracking capabilities, and mitigate risks associated with fragmented booking processes.
Leveraging internal communication channels
In addition to sharing policies, organisations can harness the power of internal communication channels to reinforce compliance messages and promote best practices.
Internal events, such as workshops, and supplier showcase events, offer valuable opportunities to engage with key stakeholders and emphasise the importance of policy compliance – but in a more engaging and personalised format.
By collaborating with internal communications teams, organisations can develop targeted messaging campaigns that highlight the benefits of compliance and showcase preferred venues for key and regular bookers.
These events serve as platforms for knowledge sharing and networking while also reinforcing the organisation’s commitment to supporting employees in their meetings and event planning endeavours.
Harnessing tech to support venue finding policy compliance
While traditional approaches play a crucial role in promoting compliance, leveraging technology can further enhance efficiency and streamline venue finding processes. This is where MISynergy comes into play.
As an innovative online meetings solution, MISynergy offers clients a centralised platform for exploring venues, comparing proposals, and managing event bookings in real-time.
By incorporating MISynergy into their workflow, organisations can empower meeting planners with the tools they need to make informed decisions and ensure compliance with company policies.
From providing a comprehensive view of available venues to facilitating seamless communication with suppliers, MISynergy streamlines the entire booking process, saving time and reducing administrative burdens.
If you need support drafting your policy or want to chat to us about how we can help you with venue finding for meetings and events, get in touch with our team of experts.
