Conferences and events are slowly returning, venues are opening and people are starting to meet again.
How can #eventprofs be confident when booking conferences or exhibitions? How can agencies ensure their clients are in a safe and secure environment? Here at Liverpool Convention Bureau (LCB) we have been working with our venues, hotels and suppliers to ensure clients can be confident when booking their next conference or meeting. Here are my top five ways that can help ensure confidence when organising future meetings.
Look for venues with the ‘ We’re Good to Go’ accreditation from VisitBritain or AIM Secure standard from the MIA (Meetings Industry Association). If you’re choosing a venue or hotel for your client’s event they will want to be reassured that all is being done to ensure the safety of delegates. Safety is everyone’s number one priority so it’s vital to get this right to ensure venue/ hotel staff as well as event organisers and delegates are protected as far as possible.
ACC Liverpool has been accredited by the MIA as AIM Secure as well as achieving the VisitBritain ‘We’re Good to Go’ standard. Take a look at their new Covid Secure visitor tour as well as their ‘Rediscover Events’ document outlining all the procedures they have put in place for reopening. All the information you need can be found here.
Be clear on your terms and conditions from the outset to ensure expectations on both sides are managed effectively. It’s important for both venues and event organisers to be clear on cancellation policies and agreements upfront. Nobody wants any surprises further down the line if their situation changes and new lockdowns are enforced. Ensure you take adequate legal advice before entering into any agreement.
The MIA has plenty of advice on their website to help support the meetings industry and has even drawn up a covid clause that can go straight into your contract. They have an extensive guide for reopening that can help support venues in making sure they are as safe as possible. Find out more here.
What if you need to change your event at the last minute? What if your delegate numbers are lower than anticipated? Agree flexible terms and be prepared to compromise where necessary. Many Liverpool hotel and venue partners have redesigned their contracts to be more flexible for clients booking events. You can be confident when booking your next event that you won’t miss out. What has always been the case is that meetings organisers of any size are looking for the best deals not only on price but flexibility. To continue attracting new and existing clients whilst operating efficiently, venues have had to continue to evolve finding creative ways of driving business in the middle ground.
Hilton Liverpool have introduced a new product for small meetings (under 30 people) called Meetings Simplified which allows clients to book meetings for fewer than 30 people and cancel without charge up to 24 hours of the arrival date. Find out more here.
This is critical in maintaining a strong relationship between venues, hotels, event organisers and delegates. Venues and #eventprofs need to work together to keep delegates abreast of any changes or updates that could affect their event. Whether it’s face-to-face, on Zoom or Teams, via email or even in person, regular communication is so important. Scheduling a regular time to connect will help to ensure that nothing is missed along the way.
LCB have been working hard to keep our partners and clients well connected during these challenging times. Whether it’s individual calls, emails, webinars, partner meetings via Zoom or, more recently, face to face site visits and catch ups, we have made it our priority to keep ‘Team Liverpool’ strong! LCB are always here to help and support you with our expert advice on the whole Liverpool City Region, a FREE venue finding and FREE accommodation booking service. Find out more and contact us today to help you find the perfect venue for your next event.
Now is the time to innovate! Adding a virtual element to your live event and offering a hybrid solution for the first time could allow you to grow your audience. Embrace new technology and work with your venues, hotels and AV providers to develop your content into a virtual environment to complement your live conference.
In Liverpool we have been working with MSP Global, one of our long-standing AV partners, who have fantastic experience in delivering live, virtual and hybrid events. They can offer solutions to support you with your next conference or exhibition in all formats. We at LCB worked with them to deliver a hybrid partner meeting for our hotels and venues which allows those who are able to attend in person the opportunity to be at the live event, whilst permitting those at home to access the content virtually. Check out their website for more details.