Ireland: Market Supports & Collaboration For Your Next In-Person Event

Ireland: Market Supports & Collaboration For Your Next In-Person Event

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Over the coming months, the world business travel & M.I.C.E. sectors will reawaken. Through our local venuesworld.com teams across EMEA and Asia, we will bring you a series of articles designed to assist and inform your decision making & planning process for future events.

We aim to inform & leverage market opportunities across cost, government supports, and contract terms on behalf of our clients. This helps to remove risk during the proposal and decision-making process for corporate meetings, incentives, conferences and events.

Our first feature destination is Ireland. 

Home to many global EMEA headquarters, Ireland has proved to be a very sought after destination for small to midsize (50 to 5000) meeting, conference, and incentive programmes. It delivers on many levels not least professional & creative support services and all importantly people-centric experiences.

 

Ireland’s business tourism government support structures have proved to be remarkably resilient and supportive of the local tourism supply chain throughout 2020 and into 2021 ensuring expertise has not in any way been degraded or depleted.

In partnership with locally-based and approved professional conference & event organisers, the Irish government is rolling out a series of enhanced supports for global event planners looking to position events in Q4 2021 and into 2O22 and 2023. These supports are available for international planners through our local Dublin office and include:

Stimulus Market Support

Financial supports of €30 per international delegate for events contracted on or before December 30th 2021. E.G. 1000 delegate event attracts €30,000 support funding. Support funding available to groups of minimum 50 delegates when applying through approved Ireland-based professional conference organiser when using local Irish based agency services and a maximum of €100,000 per event is available on approval of the application.

 

Venue & Supply Chain Supports

In light of Covid-19 and its influence on the decision making process government bodies together with the Professional Conference Organiser community have agreed in principle with all major Irish hotels, venues, & suppliers key terms and conditions designed to greatly de-risk the contracting of events in 2021 for delivery in 2022 and beyond. These include:

  • Postponement clauses allowing for flexibility for a 12 to 24 month period post any postponement
  • Flexible event cancellation clauses allowing a significantly enhanced period upon which events can be cancelled pre-event and fully de-risking financial exposure
  • Flexible deposit and event prepayment both by date and percentage of payment again de-risking exposure

In summary, Ireland seems to be leading the way with its M.I.C.E. community based thinking. It would seem there is no better time than the coming three months to consider future events while managing risk and ensuring best value and terms for 2022.

We will look to bring you continued and updated information from across Europe and Asia over the next six months. Our local teams across 30 countries are already looking to drive similar support packages across their destinations, de-risking clients events, leveraging current conditions, and stimulating market activity. We will bring you these positive updates while we all navigate our way through to meeting again.

If you’re looking for the best destination for your next in-person conference or meeting, please get in touch for free venue sourcing and more information on the financial supports available.

 

8 Tips To Make Your Corporate Event Greener

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Making your corporate event more sustainable means making decisions from the beginning of the event planning process that minimise the impact of the event on the environment. Organising a sustainable event can certainly be challenging but turning your corporate events green not only helps the environment it will also help your brand. As well as adhering to the four principles of event sustainability, here are some extra things to consider when planning your event.

1.The Venue

By choosing a venue that has an effective eco policy you will save time and money from the beginning of the event planning process. Some venues and hotels will have energy saving technologies installed, recycle waste, save water and minimise food waste.

2.Single Use Plastic

Single-use plastics such as straws, packaging and cutlery are used once and thrown away. The majority of single-use plastic is ending up in our oceans and landfills. Only a fraction of single-use plastics is recycled. Refuse single-use plastics and ask your venue or supplier to provide glasses and jugs of water for your attendees.

 

3.Daylight

Choose a venue with ample daylight – as well as providing a better experience for delegates it also saves electricity. You could also choose a venue with solar powered energy.

 

4.Badges

Order Bamboo lanyards for your delegates which are 100% compostable and ensure to have a recycling station for badges on the final day of the event.

5.Gifts

If you are giving keepsakes to attendees, choose environmentally friendly products. You’ll be remembered for your originality and eco-consciousness.

6.Digitalise

Use spotlights and screens instead of signposts were possible – not only do they look cool, but it is also a lot less harmful to the environment than printing. You can also go completely paperless by creating a purpose-built App for attendees to use while attending your event rather than handing out paper schedules.

7.Re-Use

If your company holds multiple events a year, or the same event every year, save as much of your branded materials as possible for the next event. You’ll save costs and help the environment.

8.Activities

Organising interesting environmentally friendly activities for your delegates is a great way to communicate your eco-consciousness. Businesses are increasingly requesting alternative activities for their delegates during events. From educational Bee & Honey tours to visits to Windfarms, there is a trend of including an activity based on sustainability and the environment.

Most importantly, let your suppliers and attendees know of your attempts to reduce the footprint of your event and encourage them to do the same.

Top Tips For Planning a Global Conference

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The perfect destination and venue can turn a good event into an unforgettable one. Depending on several factors the choice of destination and venue for your next Global Conference can vary greatly. Finding the perfect destination and venue can be tricky, but it doesn’t have to be. We have put together our top tips to consider when planning your next global conference and picking the perfect destination and venue.

1. Time of Year

Many countries have different peak times during which the best conference hotels and venues will be at full capacity. These will vary but, for a savvy global conference planner, this can be very valuable. If you are planning to travel, you can take advantage of traditionally quiet periods in prospective destinations, to obtain some excellent rates. venuesworld.com have local offices in over 30 countries across Europe, the Middle East, and Asia. When you request a multi-destination proposal our local experts can advise you of the best times of year to book to get the best rates.

2. Number of Delegates

Depending on the number of delegates that you will have attending your conference, this can be a key deciding factor on where you can host your global conference. If you only have a few hundred delegates attending, you can choose a smaller destination that can create an intimate feel such as Lago Maggiore in Italy or Lyon in France. If you are expecting more than 1,500 delegates to attend then you will need to choose a more accessible city such as London, Madrid or Beijing that can handle bigger crowds and has the infrastructure in place to cater for large conferences.

3. Air Access

When choosing a destination and venue for a global conference you need to consider how your delegates are going to be able to reach the destination. If you have delegates coming from the US, Asia and from across Europe then a major city such as London, Frankfurt or Dubai would be the best option. Large cities have excellent direct air access with multiple locations from a variety of Airlines. They are relatively reasonable to travel to and also are within a few hours flight of most major capitals.

4. Environment

Most cities have large populations and are fast-paced environments. Depending on what sort of conference you want to hold and your aims for it, some cities may be more appropriate than others. If you are planning a global conference to excite and energise, then a modern, cosmopolitan city such as Dubai would be perfect. On the other hand, you may want to host a more laid-back, luxurious conference for a select number of people. In this case, a smaller, more intimate city could work better for the event.

5. Entertainment Activities

One of the key factors many conference organisers take into consideration is which destination will give your attendees the best experience. This includes as part of the conference and during their free time. Depending on the destination you choose, the variety of entertainment activities can differ greatly. If you choose a major inland city, there is normally a variety of museums, theatres, Michelin Star restaurants and a robust nightlife to choose from. A major coastal city offers all of this but includes beautiful marinas, beaches, and water activities. Smaller destinations offer boutique experiences and amazing venues that will offer unique activities and experiences that your delegates will remember for years to come. With the help of our local experts, you can create events and organize activities that your delegates will never have seen before.

6. Transportation

Depending on your conference requirements your delegates may be in one location, or in multiple locations across the city. Mass movements of people can be a complex task and before deciding on a destination for your next global conference you need to take into consideration how your delegates will move across the city. If it’s a smaller city with limited public transport you may need to organize private transport which will add to the cost of your conference. Many larger cities have excellent transportation infrastructure in place to cater for large conferences. Delegates may also want to explore the city and this will be easier if there is adequate transportation infrastructure in place.

Finding the perfect destination and venue does not have to be complicated. We offer Free venue-sourcing and contract negotiation services. Click here to find out more or submit a request.

 

Destination Spotlight: Why Spain is Perfect for Corporate Incentive Trips

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Spain is one of the most popular European destinations for hosting forums, congresses and corporate events, Spain’s combination of large cities and sun-kissed coasts provide an immense variety of possibilities. Spain has been declared the world’s best country to travel to in 2019.  and for the savvy event planner, there is also value for money in Spain. In addition to year-round sunshine, here are some reasons why Spain continues to be popular for incentive trips:

Logistics

With high-speed rail and over 40 airports scattered across mainland Spain and the islands, getting your delegates to and from Spain is a breeze. Barcelona and Madrid are roughly a two-hour flight from London and a further one hour flight to get to the Spanish south coast.

Outdoor Activities

With some of the best beaches in Europe and year-round sunshine, you can organise your outdoor team building activities or events without worry at almost any time of the year. From sports tournaments, team building activities on the beach, surfing and sailing trips along the coast, the opportunities for fun outdoor activities are endless.

Culture

Spanish culture is the result of a variety of historical influences. Spain is famous for Flamenco music and dance, bullfights and extraordinary artistic heritage. Spain has 42 cultural UNESCO sites throughout the Spanish Islands and mainland Spain.

Cusine

Spanish food is famous around the world for its robust flavour. Your delegates can partake in regional cooking lessons from experienced chefs while learning about wine pairing. The city of San Sebastian in the north of Spain has more Michelin stars per capita than anywhere else in the world.

Incentive travel is one of the best ways to reward your team for a job well done. Research shows that incentive travel programs have a strong impact on individual motivation, employee retention, performance and organisational culture. Our multilingual DMC (Destination Management Services) will make your incentive trip one to remember for all the right reasons.

 

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Why Use a Venue-Sourcing Service?

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One of our account managers, Gavin, has compiled the main reasons our clients use venuesworld.com free venue-sourcing service.

If you’ve ever organised a corporate event you will know it takes time and a lot of research. Finding the right venue and space for your event is critical to the event’s success. With so many hotels, independent venues and spaces out there, choosing a space can be overwhelming. Our venue sourcing experts can quickly and efficiently propose multiple destinations and venues to suit your bespoke event requirements.

Time

Finding a venue for your next event is much more than a quick google search. It can be extremely time-consuming to research venues, contact the venues and get the information you are looking for. We pull together all the venue details and present them to you in a simple proposal format for your consideration. Most of our clients are given the task of organising an event in addition to their ‘day job’. Finding a venue can be the most difficult part, especially if you are unfamiliar with the destination. Our local teams save you this time by checking availability, providing advice on the best venues and location for your event and then collating this information into a single proposal, with all available options.

Cost

Our venue sourcing executives negotiate on your behalf with venues and hotels for competitive rates on sleeping rooms, meeting space, food and beverage and other costs. Our familiarity with a large volume of event spaces gives us the ability to quickly compare and ensure that you get the best value for money.

Knowledge

With over a decade of experience in the events industry, we have developed relationships with hotels, independent venues and suppliers. These working relationships mean we know who to call and when, for each event.

Short Lead Times

In a last-minute rush, you may consider choosing any venue that is available rather than finding the perfect venue. Our regular contact with multiple venues means we may know who will have availability at short notice. Executing a world-class event at the last minute can be a difficult task. Getting the right venue within a short lead time is an essential first step.

Relationships

We spend time understanding your unique requirements and understand that no two events are the same. The more you use a venue sourcing agency, the more we will understand your unique requirements, allowing us to consistently save you time and money while providing exceptional events.

Save yourself time and money. Request a free venue sourcing proposal now and discover the best venues for your event.

 

How to Select the Right Meeting Space

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Finding the right meeting space can be a time-consuming task. Having an idea of what you need from your meeting venue will streamline the process. Narrow your focus by considering the following six factors.

1. Location

The venue you choose needs to be easily accessible to your attendees. The venue must have excellent transport links, free car parking and if your delegates are flying in to attend the meeting you will need to consider the air access. Ensuring your venue location is convenient will maximise attendance.

2. Space

Check which spaces are available to you during the course of the event. Do the capacity limits suit your delegate group size? Ensure the space won’t be too cramped or too empty depending on your attendance expectations. Check if there are any outdoor terraces or spaces that your delegates can make use of throughout the day for networking and breaks.

3. Daylight

Research has found the No.1 office perk is natural light and views of the outdoors. Choosing a meeting space with ample daylight can keep your delegates energised and engaged for the duration of the meeting.

4. Facilities

Before committing to a meeting space, it’s important to know which facilities are included and what standard they are. The strength of the WiFi, the spec of the Audio Visual and the performance of the Air Conditioning can make a significant difference to the success of your event.

5. Proximity

Choose meeting rooms that aren’t too far from the bathrooms, breakout areas and the main entrance to the venue. You don’t want your delegates getting lost in the venue moving from session to session.

6. What’s Included?

Before booking your event space, ensure you have a clear list of what is included in the spare hire and what is not. Check that all taxes, set up and break down fees, furniture rental fees have been discussed prior to confirming the venue. Discuss with the venue whether there are any restrictions such as no outside catering or time restrictions on events.

If you need help finding the right meeting space for your next corporate event, our local experts will be happy to help. We offer a free venue-sourcing service and an online booking system for smaller meetings. Get in touch today by emailing [email protected] or book your small meeting online.

Why Brexit is Good for Conference Planners

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Uncertainty around Brexit has led to over half of corporate event planners being concerned about the impact that Brexit will have on the events industry, however, the uncertainty has also presented an opportunity for corporate event planners to take advantage of the weak pound, low venue rates and availability.

The UK is consistently ranked as one of the top three global event destinations and continues to attract large amounts of business travellers every year. Hotels and venues have had to become more competitive in their pricing to secure bookings and to attract business into the UK in the midst of Brexit negotiations. By taking advantage of this, you can hold a world-class event at a lower price than ever before. For companies organising events from outside the European Union, you can take advantage of these low rates with very little risk as it is unlikely there will be changes in visa requirements or processes.

Generally, the event planning process starts one or two years in advance of an event. If you have left it to the last minute to organise your corporate event for summer 2019, the UK may be the ideal location. Hotels and venues in the UK are becoming increasingly accustomed to short lead times. Companies looking to avail of favourable rates are booking now for events before the new Brexit date in October 2019.

As we draw closer to the ever-changing leave date the UK remains one of the top destinations for many corporate events. Tourism and business travel continues to play a huge role in the British economy, contributing 9% of the total economic activity and maintaining the ability of UK citizens to freely travel to EU countries is of high importance to tourism boards and bodies.

Now is the time to avail of these low-rates, contact us today to talk to our venue sourcing experts who will provide the best proposals for UK venues. Request your free venue proposal today.

 

New European Hotels Opening in 2019

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As a global venue sourcing executive, I am always on the lookout for new hotels that will meet our client’s requirements. From Corfu to London, I’ll take you through some of our most anticipated 2019 hotel openings that are perfect for your next corporate event.

Ergon House, Athens, Greece

The Ergon is Greece’s first foodie boutique hotel, situated on Mitropoleos Street at the foot of the Acropolis in the heart of historical Athens. Featuring an amazing 25-meter atrium that is flooded with natural light,  the hotel offers 38 rooms with views of the Acropolis, that are clean-cut and airy with a touch of oriental design. The indoor private dining areas and meeting spaces are perfect for smaller more intimate meetings. The hotel combines Greek gastronomy and hospitality resulting in an unforgettable experience.

 

Kimpton, Barcelona, Spain

The Kimpton Hotel will open its doors in one of Spain’s most vibrant cities in 2019. The hotel will feature 250 square meters of event space in the heart of Barcelona’s Gothic Quarter. There will be 156 luxurious boutique rooms and a rooftop terrace with views of Barcelona’s most famous landmarks.

 

 

Andaz, Vienna, Austria

Inspired by the art and architecture of Vienna, the Andaz will add an innovative event space to the city. There will be 2,200 square metres of meeting and event spaces that are ideal for large conferences, car launches, small-scale business meetings or distinctive celebrations. With a modern minimalist design, the hotel will offer 303 guest rooms and 44 suites with views over the Austrian capital city.

 

 

Savoy Palace, Funchal Madeira, Portugal

Opening in June 2019, the hotel will feature 352 chic guest rooms with ocean views, five restaurants and six bars. The main event space will be a 928 square metre multifunctional room, which can be divided into three rooms, with a maximum capacity for 1,300 people. The hotel will be a blend of classic luxury with modern comfort throughout.

 

 

Angsana, Corfu, Greece

Opening late summer 2019, the Angsana will be a beautiful alternative space to hold a corporate event. With ocean views and modern amenities, the Angsana can facilitate both indoor and outdoor corporate events for up to 250 people. With the UNESCO World Heritage site of Corfu’s Old Town close by, a yoga deck and both an indoor and outdoor swimming pool,  this resort will offer the perfect blend of business and leisure.

 

One Aldwych, London, UK

Although not completely new, The One Aldwych is undergoing a total refurbishment. In the heart of Convent Garden, the central location is ideal for corporate events and meetings for up to 150 people. Inspired by Edwardian elegance, this renovation will give the hotel’s suites and bedroom’s, bar, hotel entrance, reception, restaurant and private event spaces a stunning new look.

 

New and unique venues leave a long-lasting impression on your delegates and will make your event much more than just another conference or meeting. For more information on new venue options for your next event, you can click here to request a free venue-sourcing proposal.

The Value of Face-to-Face Meetings

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On Global World Meetings Day 2019 we reflect on the importance of face-to-face meetings in today’s digital landscape. Although technology plays a key role in connecting businesses, nothing beats a first impression, a handshake and networking among your peers.

Networking

The small talk that surrounds face-to-face meetings offers opportunities for people to learn more about their colleagues or clients. Virtual meetings don’t provide post and pre-meeting networking. Research by the Harvard Business Review found that 95% of participants felt that face-to-face meetings are a key factor in successfully building and managing long term relationships.

Idea Generation

A recent study found that teams in a face-to-face environment are far more creative than those participating in a virtual meeting. Being in a new environment and surrounded by colleagues is a sure way to stimulate ideas.






Source: Pexels

Authentic Trust Building Experience

Building authentic trust is especially important for global companies who need international teams to work together to achieve business goals. Creating good working relationships will improve efficiency and working relationships for global teams.

Motivation

Inspiring your global team to get excited about an upcoming project can be tricky to do over email. Getting together can make it much easier to motivate teams and build a real sense of shared mission. Meetings that incorporate an aspect of team building and leisure is sure to leave your employees refreshed and motivated to get stuck into the project at hand.

Effective Communication

According to the entrepreneur.com 69% of people have admitted to browsing social media to pass the time during an audio only conference call. In a face-to-face meeting 100% attention can be devoted as there are no email notifications popping up on the desktop. It is easier for participants to focus on the meeting. Face-to-face meetings also provide a platform for instant feedback on ideas, plans and projects meaning that nothing is lost in translation.

 

Scheduling and attending a virtual meeting can be more convenient, however, there is certainly value in getting your team or clients together for a face-to-face meeting. Request your free venue sourcing proposal today to start planning your company’s next face-to-face meeting.

 

5 Factors to Consider When Choosing an Event Destination

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Choosing the destination for your event is one of the most crucial elements of the event planning process. The destination you choose will set the tone for the entire event – do you want somewhere motivating, somewhere calm or somewhere distraction free?  You want the destination to be both appealing to potential delegates and practical. Whether you are organising an event for clients, partners or internal employees here are our top five things to consider.

Air Connectivity

Getting your attendees to your event shouldn’t be a logistical nightmare. Prioritise face-to-face time rather than travel time as participants may decide not to attend if the trip requires multiple flights, trains or buses. Consider how long it will take each guest to get to your proposed destination before making a decision.

 

Budget

Choosing a venue in a secondary-destination is a budget-friendly way of creating unique experiences for your guests. As long as the destination is accessible to your participants holding a corporate event in a ‘hidden gem’ can improve attendance and make your event more memorable. There are also peak and off-peak seasons in every destination and this is definitely something to keep in mind for the budget conscious planner. Consider choosing a destination with multiple activities in close proximity to the accommodation. The number of transfers to and from the airport and to off-site venues can drain your budget quickly.

Facilities

First and foremost, ensure the destination can facilitate conferences and events and that there are enough hotel rooms to accommodate your delegates. Standard facilities will vary from country to country but ensure key amenities such as high-speed WiFi and phone signal are available at the destination and prepare a list of your ideal requirements before making a final decision. Read our site inspection checklist for more information on what to look for.

 

Weather

Consider the local temperatures for the type of event you want to organise. If you are organising an outdoor event in a country with changeable weather such as the UK or Ireland, make sure there is an alternative space available should it be raining on the day.

 

Uniqueness & Appeal

The uniqueness and appeal of the destination you choose for your corporate event can have a lasting impact on your delegates. Incorporating local culture, sightseeing and cuisine into your event can improve the experience for your delegates.  Giving your attendees the opportunity to experience a destination they may not ordinarily visit may also boost attendance also.

 

 

If you need help deciding where to hold your next corporate event, get in touch! We have expert venue sourcing executives around the world who know where to find the most amazing venues and can guarantee the best rates. Click here to request your free multi-destination venue proposal.