Making A Provisional Booking

You should now feel ready to make a provisional booking both at your selected venue and for overnight accommodation too, whether this is on the same site or elsewhere. There are a number of steps you should follow at this stage.

Have you also talked about and checked all aspects of the venue? Overnight accommodation as well?

Accessibility:
On foot, by car and by public transport?

Size:
The capacity of the rooms, their dimensions, access to them, lighting, heating and ventilation and noise levels?

Everything else on offer:
Facilities, services and equipment and the availability of the venue on your preferred dates and on other dates?

Costs:
Basic hiring facilities and any other issues relevant to you?

Track record:
Positive or negative response from previous users?

Overnight accommodation:
Its accessibility, the number and type of rooms, standards, mix of facilities and services and costs?

Have you studied the venue's conditions of hire and code of practice as relevant?

Conditions of hire:
Have you read each and every condition and sought a second opinion where necessary? Are you happy with these terms and conditions - are they fair and reasonable and can you abide by them? What about those which are not fair and reasonable or which you cannot abide by? If they are not negotiable, should you look elsewhere?

Code of practice:

Have you considered all the conditions contained in the document and spoken to others about them? Do you feel comfortable with them and able to adhere to them? Are those that you are comfortable with applied on a rigorous basis and, if so, should you seek another venue?

Do you feel able to complete a booking form?

You will need to provide on the booking form:
The company's name, the conference organizer's name and title, address, telephone and fax numbers, date and time of arrival. State clearly the number of attendees, names and number of venue rooms required, days and times and numbers of delegates per room. List the equipment, facilities and services required, on which days and times.

Specify your catering requirements:
If overnight accommodation is needed, list the number and types of bedrooms, any further requirements, and the date and time of departure.

In any accompanying letter, give basic information not requested in the venue's booking form:
Confirmation and explanation of your extra requirements, free rehearsal time, perhaps, ongoing availability of the conference executive, use of a technician, costs involved, payment dates, terms and conditions, request for a written response agreeing to your requirements - especially those which vary from the conditions of hire.

After the booking?
Check whether all the details listed in the booking confirmation are absolutely correct. Surprisingly, they are often not 100 per cent accurate. Amend incorrect text, initial alterations and draw attention to them, in a separate explanatory letter, if necessary. More important, make sure all the information is included, especially those extra requirements requested in your earlier letter. Take nothing for granted - ensure that everything is put in writing now! You will probably have to pay a deposit at this stage. A formal contract may be necessary for some venues, but not all, so do check. If so, ensure that every single key detail is included, or attach an additional sheet for both parties to sign. If all the clauses are not clear and specific, add an extra, explanatory comment to be initialled by both sides.

What happens after these documents have been completed?
Confirm any outstanding details in writing, as soon as possible, giving the exact numbers of delegates, their wants and needs, any special requirements, details of facilities and services being provided by other suppliers and miscellaneous additional details. Finalize the programme, including the business activities and social activities. Inform the venue of any alterations, especially those which affect it in particular. Send any documents and materials which may be of relevance, such as publicity material, to the conference executive and his or her staff. Anything else? Check regularly to make certain that all is progressing well. Are there any queries, uncertainties or problems? Have another venue and overnight accommodation lined up just in case - definitely!