Case Study: Roadshows (Various locations around the UK)

Case Study Summary

This is a regular client who we have worked with for many years, and this series of roadshows are organised around three times a year.

Here’s what the team at Desouza Associates Events did:

Based on the details, we were able to create a venue rfp template quickly using our knowledge on previous enquiries, and conduct a search of suitable venues, some of which the client has used before.

Once proposals had been received from each of the venues, it was a matter of trying to coordinate the dates around each location – this took some time and was challenging juggling everything around.

The DeSouza Associates team also had to work their magic negotiating the best price for the client so this matched or came under their maximum budget.

Upon sending all the venue information to the client, the dates then had to be changed for each of the roadshows. At least three venues were proposed for each location so the question was put to the client which venues they were interested in to streamline the search for the second time. It was a logistical juggle to re-arrange all of the venues but luckily, we were able to get new dates held with our client’s preferred venues.

After, what became a third date change, we were able to secure all the venues for our client’s required dates, and confirmation documents were sent out on our client’s behalf.

As the client needed to set up new suppliers on their system, we also coordinated in sending each of the venues, where required, a new supplier form and due diligence paperwork. These needed to be completed before contracts could be signed. The client also needed venue bank details on letterheaded paper signed by an authorised signatory, so purchase orders could then be raised.

After the events had taken place, the client sent a detailed account of how each event went and feedback on the venues. Overall, everything went well, and a number of the venues they have considered using again for the next program of events.

It is always good to receive constructive comments from our clients so we can improve on our understanding & knowledge of their event requirements. This all helps with any of our future enquiries so we can make the best recommendations to match each client’s event briefs.