The VenueTeam find venues for Regional Jigsaw Conferences and meetings.
When a new association of Jigsaw puzzlers needed venues for their Jigsaw Conferences, meetings and events, they came to us for help.
When looking for a venue for an important meeting or conference, and time is short – or you’ve got to find a regional venue to hold 400 people within the next three days. It’s a tough assignment, no doubt about it – but the Venue Team helped to put the pieces of the puzzle together in more ways than one.
Firstly, by letting our client choose from a list of suitable conference, meeting and event venues and bringing our expertise to aid, assist and ultimately help find them the most appropriate location for their big event. Likewise we would offer the same service whether you’re hosting a major industry conference, a Christmas party venue, London meeting or just looking for a venue to hold your own Jigsaw Conferences; it’s always wise to consider employing the services of a specialist venue finder team and that’s just what our client did for their series of Jigsaw Conferences and Meetings.
Finding Jigsaw Conferences and Meetings Venue Locations
They had a number of considerations to bear in mind when looking for a suitable venue for their Jigsaw Conference events. The first, and most obvious, was the geographical location. Sometimes this is easy; if they’re looking for a London Venue because all the attendees of your event will be drawn to the Capital, sometimes, however, it will have a wider choice, and this can be surprisingly difficult. They needed to bear in mind the needs of their Jigsaw Conference delegates, and travel costs from the various locations they’ll be coming from around the various regions of the U.K. Also if the Jigsaw Conference attendees are likely to be coming by public transport, then they may wish to hold the event in a large town or city that is well served by rail or air links.
Jigsaw Conferences Venue matching
Their next major pre-requisite for us to bear in mind, was the size and format of the event they where planning, and the ability of any given conference venue to cope easily with the numbers. If it’s a small Jigsaw Conference most venues will be able to handle their needs, but we had to ensure at the Venue Team, that the venue could handle the numbers intended to attend, or that we couldn’t get better value elsewhere. We check our venues here at the Venue Team and don’t take the word of the venue for it! When they tell us that the venue can hold 250 people “comfortably” – it may turn out to be a tight squeeze! So we always check for ourselves just to make sure.
Making sure we had all the pieces of the Jigsaw
With this being a series of Jigsaw Conferences, our client had certain requirements in terms of the format of the event. For example, if it’s a practical Jigsaw conference, they’ll want to have a large hall or auditorium for plenary sessions, but also side rooms for smaller Jigsaw design and “cuts”, panel discussions or workshops. These are key requirements, so to make sure whatever was in mind we must be able with the venue to meet their needs. A conference centre or large hotel probably will be satisfactory; a smaller venue may not. We and the Jigsaw Conferences organisers are also under a duty of care to ensure that the conference venue hosting each Jigsaw Conference is fully accessible to any attendees who may have mobility issues.
Another issue we had to bear in mind was the catering which needed a Jigsaw Conferences theme running through it. Some venues may not be set up to cater for large groups at once; so catering will have to be sourced from elsewhere in these cases. If the venue can cater for the food and entertainment requirements, it is important to agree on these well in advance. This can range from simple tea and biscuits, to Jigsaw shaped cakes and pastries to a full-blown post conference Gala Dinner or Dinner Dance with a Jigsaw conference theme, which will obviously need much more input in terms of costs, menu, and other requirements. Jigsaw Conferences attendees have certain expectations as to what level of catering will be provided at their regional conference and meeting events.
Jigsaw Conferences and Meetings Delegates
Many delegates attending the larger Jigsaw Conferences will be travelling longer distances to attend, and we needed to therefore arrange suitable accommodation for them. Many conference venues have special arrangements with local hotels, or can recommend nearby accommodation for the Jigsaw Conferences delegates. A great advantage of using a specialist like The Venue Team to arrange the Jigsaw Conferences accommodation is that due to our buying power and existing relationships with UK venues we’ll usually be able to secure discounted room rates far below the walk-in tariff normally quoted. This in turn allowed the Jigsaw Conference organisers to lower costs for delegates and therefore led to a more productive event. Of course, they could have negotiated with local hotels themselves, but it’s a time-consuming task, and there’s no guarantee they’d have gotten a better rate.
We had to make sure the selected venue was set up to meet the needs of the Jigsaw Conferences delegates– in terms of welcome desk and registration facilities, breakout rooms for smaller groups, space for relaxation and coffee breaks, and most crucially the puzzlers needs.
Lastly the IT and computer needs at the chosen conference venue. They must have good computer and projection facilities, but we don’t assume this in advance – and if our Jigsaw Conferences Clients require anything out of the ordinary, such as videoconferencing facilities, it’s always best to flag this up before committing to any particular venue.
Jigsaw Conferences Venue Team relationship
Using an agency such as The VenueTeam to source their Jigsaw Conferences has had a number of advantages:
Because we are specialists, we have lists of suitable event venues ordered by location and type – so when in the future they specifically need a remote, mainstream or regional venue for a meeting, conference or event we’ll be able to recommend a whole range of potential locations. This doesn’t just benefit venue hire fees, we can source accommodation at the best possible rates and negotiate with venues on your behalf and arrange inspections. Making using us a more cost-effective way of arranging your corporate event whilst leaving you free to concentrate on the important stuff.
We are a Free Venue Finding Service and we are here to sort the pieces out for Jigsaw Conferences Organisers, Corporate and Private Clients alike.
Call us now on 08445 007 138, we look forward to talking to you soon.
.
~~~~~ 
