VENUE & ACCOMMODATION MANAGEMENT
YRD will take into consideration the venue suitability, conference budget, delegate demographics, venue size as well as the logistics of transportation, accommodation and general activities. YRD has organised numerous conferences in Australia, New Zealand and South-East Asia and has developed strong relationships with venues and hotels, allowing for YRD to negotiate excellent rates.
YRD is rigorous in negotiating contracts in favour of our clients’ needs and will assist the committee with the preparation and handling of contracts. Once the venue contract has been signed, YRD will assume the role of the first contact. As the first point for all conference liaison, YRD will ensure that:
All room requirements, exhibitor layout, venue signage and catering are arranged in relation to the committee’s requirements
Keep the venue updated with catering requirements prior to the event and will continually monitor and liaise with the venue personnel during the staging of the event to ensure that food and beverages are served on time
YRD will also manage and allocate meeting space and venue signage, including lectern signs, electronic signage, etc
YRD has a large inventory of preferred hotels in Australia and New Zealand and has had first-hand experience of the services they provide. YRD will:
Ensure that all accommodation required will be located in the vicinity of the conference venue.
Will take into account the demographics of delegates and use that to help compare price, quality and each hotel’s appeal and suitability.
Negotiate prices and ensure the contracted terms are optimal for the meeting.
Liaise directly with the chosen hotels and provide full management of all hotel blocks and bookings for delegates.
Ensure deposits are paid, rooming lists are correct and account instructions are provided to the venue.
Carefully monitor and control the accommodation blocks and are mindful of payment deadlines and release dates
YRD will maintain a strong communication line with the hotels throughout the lead up to the meeting and will issue a detailed rooming list and room amendments to the hotel/s, closer to the time. YRD’s service culture enables our team to ensure that all delegate needs and special requests are catered for.
A number of conference venues have commented on YRD’s attention to detail and ease of working with us.
Have a look on our testimonials page for evidence of YRD’s venue management and reputation with venues.