Annual Conference and Accommodation Management

Sector: Global Veterinary Services provider
Event Size: 250+ internal staff and over 2,000 veterinary leaders
Service Provided: Accommodation sourcing and management

The Challenge

For their Annual Conference, the client required accommodation for more than 250 staff members attending a large-scale industry event with over 2,000 leaders.

The brief was highly specific:

• Strict budget parameters
• Clear ROI expectations for attendees
• Preferred locations close to the venue
• Flexible cancellation and payment terms aligned with internal approval processes

Managing these requirements at scale, while maintaining cost efficiency and flexibility, was critical.

Our Approach

Event Express has worked closely with the client for several years, developing a deep understanding of their internal processes, budget constraints, and decision-making criteria.

Through regular communication, we:

• Identified the key factors influencing hotel selection
• Adapted quickly to changes in budget and preferred locations
• Supplied a wide range of suitable accommodation options

To support informed decision-making, we provided:

• Detailed comparisons of hotel options
• Accurate distance and travel-time data between hotels and the event venue
• Clear maps to visualise location suitability

Negotiation & Added Value

Recognising the importance of flexibility, we negotiated bespoke booking, cancellation, and payment terms that aligned precisely with the client’s internal timelines. This removed unnecessary pressure and avoided financial penalties, resulting in measurable cost savings.

We also secured a range of value-added extras, including:

• Complimentary room upgrades
• Late check-outs
• Double loyalty points
• Complimentary rooms for the duration of the stay

These enhancements significantly improved overall value, freeing up budget for other key areas of the conference.

Ongoing Support

In the lead-up to the conference, we maintained weekly contact with the client to:

• Review booking progress
• Manage amendments and cancellations
• Liaise directly with hotels on the client’s behalf

This end-to-end support ensured a smooth, stress-free process, allowing the clients team to focus on the wider conference and exhibition planning.

Post-Event Services

Following the conference, our support continued with:

• Collection of VAT invoices from all hotels
• Provision of management information and performance feedback related to the event

The Result

By working collaboratively and strategically with the client, Event Express delivered a flexible, cost-effective accommodation solution that met all operational and financial objectives.

As a result of this successful partnership, Event Express now also supports the client with additional events beyond our contracted accommodation services – demonstrating the trust and long-term value built through this relationship.