Global Conference & Congress Management
We plan, procure and deliver international congresses for associations, corporations and institutions. The same senior people, from the first decision to the final invoice.
Multi-year congress programmes with rotating destinations and changing boards.
International meetings with fixed dates, dispersed attendees and procurement scrutiny.
Government and public-sector programmes requiring protocol and accreditation.
Our first engagement
Hotel contracts are signed years before anyone books. We read yours against realistic pickup and tell you, in writing, what you are carrying.
What you receive
Supplier commissions never influence our recommendations. Where commissions apply, they are fully disclosed and offset against our agreed fee.
One senior adviser leads every mandate, from first procurement decision to on-site delivery.
We lead the project ourselves and bring in specialists who already know the city, the properties and how things actually work there.
Rates, room blocks, attrition and contract terms treated as a discipline, not as paperwork.
We would rather pay for someone who has worked in that city for fifteen years than keep an office there. Every destination deserves the best local expertise, not simply the nearest office.
Every project is led by an experienced international team and supported by carefully selected local specialists who understand the destination, the market and the culture.
An independent specialist that plans and delivers international conferences and congresses: venue sourcing, delegate housing, supplier procurement, registration and on-site operations.
The sourcing and negotiation of hotel, venue and accommodation contracts for an event: defining requirements, comparing bids on total cost rather than rate alone, and agreeing terms such as attrition, cut-off dates and cancellation.
The operation of an event's delegate accommodation: structuring room blocks and sub-blocks, managing bookings and rooming lists, monitoring pickup against the contracted allowance and controlling leakage to other booking channels.
An allocation of hotel rooms reserved for an event at agreed rates. The organiser commits to filling a proportion of it, which is what creates commercial exposure if bookings fall short.
The organiser's financial liability when fewer rooms are booked than contracted. Hotel contracts typically allow a percentage of the block to go unsold; rooms below that threshold are charged to the organiser.
The point at which unbooked rooms are released back to the hotel. Set too early it forces delegates into higher rates; set too late it leaves the organiser exposed.
The number of rooms actually booked from a contracted block at a given point in time. Compared against the booking curve of previous editions, it is the earliest reliable indicator of attrition exposure.
Large international congresses typically contract two to five years ahead. The earlier the commitment, the better the availability and rates, and the greater the risk that the assumptions behind the block no longer hold.
The identification, evaluation and negotiation of the venue, assessed against capacity, programme structure, delegate travel, nearby hotel inventory and total cost.
An independent adviser is not tied to a hotel group or venue and can compare suppliers on merit. What matters is how the adviser is paid: any supplier commission should be disclosed and reflected in the fee.
By the client, on an agreed fee. Supplier commission is offset against that fee, so a higher commission reduces your invoice rather than increasing our income.
Medium and large international conferences, congresses and corporate meetings, typically from 200 rooms or 800 room nights.
Public hotel prices and negotiated conference agreements are calculated differently. Hotels consider forecasted demand, room block commitments, meeting revenue, cancellation conditions and many other commercial factors. Comparing one public rate from an online travel agency, a hotel website or a chain app with a negotiated conference agreement rarely tells the full story. Read our full insight →
Choosing the right destination is about much more than finding a suitable venue. Accessibility, hotel capacity, flight connections, delegate experience, convention bureau support and overall commercial value all play a part. We evaluate the destination first, then identify the venue that best supports your objectives. More on venue sourcing →
International conferences are rarely static. Delegate numbers change, speakers cancel, flights are delayed and market conditions move. Our role is to anticipate the risks, prepare contingencies and adapt quickly while protecting what the project set out to achieve.
Large conferences are often planned years in advance. In that time, geopolitical developments, regulatory changes, travel restrictions or economic conditions can affect destinations, attendance and logistics. We monitor these factors, advise transparently and, where necessary, recommend alternatives to protect the event.
Booking a venue is one part of a successful conference. We help clients make informed commercial decisions, negotiate balanced agreements, coordinate suppliers, manage operational risk and oversee every stage of the project, so your team can concentrate on the purpose of the event. Read more on working with us →
A review changes nothing. It tells you what you are carrying.
Specialists in medium and large international conferences, congresses and corporate meetings.
