Top 5 Preferred Venue Incentives

5 Essential Business Goals Shared by Event Planners and Venues

Wed, 03 Sep 2025 13:46:21 GMT

Both event venues and planners pursue key business goals that drive the success of their operations

Event planners need a venue to provide the space and infrastructure for their event whilst venues rely on event planners to bring in business and ensure their venue is used effectively. Venues and planners have one of the most collaborative and mutually beneficial relationships in the event ecosystem.

Beyond the traditional supplier-customer relationship, a strong mutually beneficial relationship can lead to a positive experience for stakeholders on both sides, enhance creativity and innovation that lead to strong partnerships and fresh ideas that ultimately deliver unforgettable experiences and positive outcomes. By collaborating with planners to improve event ROI, venues can help them achieve event goals while distinguishing themselves in the industry.

Here we explore common business goals which can form the foundation for stronger future partnerships.

Goal # 1 – Build Brand Awareness and Strong Reputation

According to this brand statistics , 82% of people are likely to buy from brands they already have experience with. Brand awareness is about how familiar consumers are with a brand, including whether they can recognize it and recall its products or services. Brand reputation, on the other hand, is the overall perception of a company's trustworthiness, reliability, and ethical conduct, built on a broader range of factors beyond just familiarity.

Venues want to be known as the “go-to” location for certain event types.
Planners want a reputation for creativity, reliability, and enriching experiences.

A third of consumers already have a brand in mind when they go shopping. Venues and event organisers aim to enhance brand awareness, recognising that increased visibility contributes to greater market share and positive perception. Both can boost brand awareness for their respective organisations through hosting successful events. However, many venues currently underutilise opportunities to harness the potential available within their own premises.

When event attendees are already aware of your venue and have experienced it first hand, they are more likely to consider it during their own purchase decision process when sourcing a venue. If you are a venue and have so far neglected this opportunity, it’s time to give it a second thought. Reach out to us here at Lenio Hospitality , let’s have a chat.

Co-branding on events, social media features, and mutual referrals amplify credibility for both. A venue and planner could showcase a successful product launch event on social media, tagging each other. Both gain exposure to each other’s audiences. Brand awareness is the foundation of all marketing efforts. Successful events provide both venues and organisers with valuable opportunities to expand recognition for their respective organisations.

Branding is not limited to global companies or as in this case, larger venues. Small businesses can also implement branding strategies effectively. If branding has not been considered, it may be useful to assess its potential benefits.

Goal #2 – Maximise Revenue and Profitability

Revenue is the lifeblood of any business entity. It indicates market demand for a product or service and reflects the effectiveness of a company’s sales and marketing strategies. An event revenue provides the necessary financial resources to cover the event expenses and ensure its long-term viability.

Venues aim to increase bookings and upsell services (e.g., catering, décor).
Planners aim to manage budgets effectively and maximise ticket sales and attendance. Other common sources of event revenue include, sponsorships, exhibitor booths and fees, and event merchandise.

So, what’s the opportunity? Planners can bring high-quality, consistent bookings to venues, while venues can offer planners preferential rates, or cost-effective bundled service packages, giving the event planner exclusive discounts which can make the planner’s packages more attractive as they pass on the savings to their clients. It’s a win-win. Increasing ticket sales is the first and most obvious way for event planners to increase event revenue while keeping the venue’s calendar full.

Goal #3 – Lead Generation

Lead generation in events is all about using in-person or virtual gatherings to find, attract, and collect information from potential customers you can nurture into sales later. It typically involves,

Attracting the right audience to the event, talk, or session.
Engaging them meaningfully during the event.
Capturing their details (name, email, company, interests).
Following up afterward with relevant offers or information.

Venues and event planners can work together during all the above steps. And no, it’s not about selling or sharing people’s data willy-nilly. It requires a structured and strategic approach with both parties ensuring regulatory-compliant data collection and use while focusing on providing value to the end customer.

Venues target new demographics or industries (e.g., corporate events, weddings, festivals).
Planners build networks across industries, vendors, and regions to get more contracts.

Planners often have access to niche client bases (corporate, luxury, cultural), while venues can introduce planners to new geographic or industry markets. A corporate-focused planner brings business conferences to a venue that previously hosted mostly weddings, opening new revenue streams.

Goal #4 – Increased Client Satisfaction and Retention

There are no better marketing and advertising than a satisfied client. Increasing customer satisfaction leads to numerous benefits for businesses, including higher revenue, improved brand reputation, and increased customer loyalty. In the realm of event management, customer satisfaction is top priority for event planners and event venues.

Both want happy clients who will return for future events and refer others.
This often means excellent communication, attention to detail, and flawless execution.

Satisfied customers are more likely to become repeat buyers, recommend the business to others, and provide valuable feedback that can drive innovation. This positive cycle of customer satisfaction also helps attract new customers and reduces the costs associated with acquiring them.

Years ago, as a Venue Manager, I focused my team and I on improving client satisfaction, it paid off. The venue achieved year-on-year revenue growth and over 80% of our annual revenue was from repeat and loyal clients. Follow us to learn some of these strategies.

When a planner works closely with a venue team, they can anticipate needs, resolve issues faster, and deliver a smoother guest experience which reflects positively on both parties. For example, a planner who knows the venue’s layout and policies can avoid logistical hiccups, leading to glowing reviews for both parties.

Goal #5 – Streamline Operations for Efficiency

Operations of an organisation includes everything an organisation does to serve its customers. Streamlining operations means simplifying and optimising business processes to improve efficiency, reduce waste, and enhance overall performance. It involves identifying and eliminating unnecessary steps, bottlenecks, and redundancies in workflows to make tasks faster, smoother, and more effective. Why does this matter? It saves time, saves costs, and increases profitability. It also contributes to the overall culture of the company because everyone is more productive.

When we work with companies to streamline their processes, we analyse workflows, identify bottlenecks and help clients implement changes to eliminate waste and redundancy. The goal of streamlining operations is to achieve same or better results with less time, effort and resource; to deliver high quality and consistent results in your venue or event operations.

For venues, it could be about optimising booking systems, staff scheduling, and vendor coordination.
For event planners it could be improving workflows, timelines, and checklists to manage multiple events smoothly.

Planners who know a venue’s systems reduce staff stress and speed up setup, while venues can offer pre-approved vendor lists to planners to cut planning time. A planner uses the venue’s online booking and floorplan tools to finalise layouts in half the time, freeing both parties for more client work.

Venues are essential to an event's success, providing more than just a location—they shape the entire event experience. Event venues set the atmosphere impacting everything from logistics to attendee comfort, accessibility and perceived reputation of an event.

Working collaboratively, event venues and planners can provide attendees with the best experiences whilst achieving these important business goals.

5 Key Challenges Event Venues Face (& How to Fix Them)

Thu, 19 Jun 2025 15:43:16 GMT

Tips for successfully addressing challenges in Venue Management

Event venues are crucial to the success of any event. The venue significantly influences the overall event experience by setting the stage for logistics, ambiance, attendee comfort, and interaction. Besides assisting with event planning and helping event organisers bring their ideas and vision to life, event venues must also focus on operating a successful and efficient establishment.

Venue Management remains a competitive business with venues battling for bookings, talent and market share. Like any other business, event venues are impacted and shaped by the same forces redefining organisations and industries worldwide. They face an array of challenges which can impact event planners, attendees, and the venue itself. Overcoming these challenges requires adaptability, creativity, innovation and continuous improvements.

Below, we delve into some of the most pressing challenges that event venues encounter and provide insights into their impact and potential solutions.

Rising Operational Costs

One of the most significant burdens for event venues is the rising cost of operations. Operating costs in business are the expenses necessary to maintain, operate and run the venue. From utilities and staffing to maintenance and technology upgrades, the expenses required to keep a venue running smoothly have steadily increased. Energy costs in particular, pose a challenge, as venues often require extensive lighting, heating, cooling, and sound equipment. Additionally, hiring skilled personnel for event management, security, and technical support adds to the financial strain.

In addition to the financial and customer service benefits, reducing energy consumption also offers social and environmental advantages. About two decades ago, while managing a small venue in London, we implemented sustainability measures that included replacing light bulbs with LEDs. This change resulted in a significant reduction in our energy usage by over 40%. Consequently, we were motivated to examine other utility costs and implement an energy efficiency program in conjunction with our other sustainable initiatives. You will find some more energy saving tips in this article by the World Sustainable Hospitality Alliance .

Potential solutions:

· Investing in energy-efficient technology to reduce utility bills.

· Review operations and workflow, particularly in high-volume activities, and removing redundant or duplicated efforts in work methods to improve efficiency and cost-effectiveness.

· Using flexible staffing models to adapt to varying levels of demand.

Seasonal Demand and Revenue Volatility

Many event venues experience fluctuations in demand depending on the season. For example, venues with great outdoor spaces may see peaks during spring and summer, while those with mainly indoor facilities might have a lull during those seasons. This seasonal nature creates uncertainty and complicates revenue forecasting, making it difficult for venues to maintain consistent financial health.

To address off-season lulls, venues can diversify their product and service offerings and create their own in-house events to attract potential clients. During the low season, some venues may use this time to conduct necessary upgrades and refurbishments to enhance their facilities for future clients.

Potential solutions:

· Diversifying services to appeal to different clientele year-round.

· Adopt and implement effective diary management tools and techniques.

· Hosting off-season promotions to attract bookings during quieter periods.

· Building relationships with new client segment for steady business.

Technology Integration and Upgrades

As technology evolves, the expectations of event attendees grow correspondingly. Today’s top-class events often require advanced audiovisual setups, virtual streaming capabilities, and interactive features. Venues that fail to meet these expectations risk losing clients to competitors who offer cutting-edge solutions. However, keeping up with technological advancements often involves expensive upgrades and training for staff.

From event and venue management software to intelligent CRM systems, contactless solutions, the use of technology, digitisation and digitalisation, can help venues become more efficient and enhance visitor and customer experiences. Technology is widely recognised as an enabler, yet it remains challenging to accurately understand how, when, and how to apply them. Many in the events industry are still not realising the full benefits of their investment in technology. According to the 2025 Global Forecast from Amex GBT Meetings and Events, costs remain the biggest challenge to technology deployment, followed by lack of support, complicated user experience, integration, lack of buy-in from leadership, and too many providers.

Potential solutions:

· Prioritising scalable technology investments that can be upgraded incrementally.

· Partnering with tech providers to access equipment and expertise.

· Offering training programmes to ensure staff can operate new technologies effectively.

Competition in a Saturated Market

The proliferation of event venues has led to intense competition across the industry. From boutique spaces to large-scale arenas, operators must work harder than ever to differentiate themselves. Clients often seek venues that offer unique aesthetics, memorable experiences, and high levels of customisation. Whether it’s a rural barn or a high-tech modern convention centre, the pressure to stand out is palpable.

Potential solutions:

· Focusing on niche markets or specialised event types.

· Investing in distinctive architectural or design features.

· Enhancing customer service to build loyalty and repeat business.

· Tailor your marketing efforts to reach the right clients effectively, once you’ve identified your target audience.

· Competitive pricing strategy – offer competitive pricing structures that align with your offerings and budgets of your target market.

Health and Safety Regulations

In today's world, the importance of prioritising customer safety and security cannot be overstated. With a global focus on health and safety, venues are required to adhere to an increasing number of regulations. These range from fire safety protocols to stringent sanitation standards, encompassing a comprehensive list of compliance requirements. The COVID-19 pandemic has underscored the critical nature of health precautions, leading to the implementation of measures such as enhanced cleaning procedures, and advanced air filtration systems.

· Developing a robust health and safety plan tailored to the venue.

· Keeping up to date with regulation changes to ensure compliance.

· Communicating safety measures clearly to clients, planners and attendees.

Environmental Sustainability

As awareness about climate change grows, venues are under increasing pressure to adopt sustainable practices. From waste management to energy consumption, clients and attendees often scrutinise the environmental impact of their chosen venues. Balancing sustainability with affordability, however, remains a daunting task.

· Implementing recycling programmes and work collaboratively with event planners on this issue.

· Using renewable energy sources where possible.

· Promoting sustainable practices as key selling points in marketing efforts.

Summary

Event venues are far more than just spaces; they are dynamic ecosystems that bring people together for memorable experiences. However, the road to creating these experiences is fraught with challenges, from financial pressures to evolving client demands. By addressing these obstacles creatively, venues can position themselves as indispensable players in the event industry, ready to face the future with confidence and purpose.

If you'd like more personalised advice or need help implementing any of these solutions, please feel free to CONTACT US . At Lenio Hospitality, we help venues thrive.

Self Improvement: How to get the most from your week

Mon, 20 Jan 2025 17:02:29 GMT

Monday Motivation

SELF IMPROVEMENT: HOW TO GET THE MOST FROM YOUR WEEK

It’s Monday, yeah!

After a relaxing weekend, it can be tough to get going again and sound that excited about Monday. According to a 2023 study by Zety 41 percent of respondents voted Monday as their least favourite day, and 80 percent of respondents said that Monday was more stressful than the other days of the week.

For many event planners, it is probably the last day to finalise preparations for your events taking place mid-week. This can mean increased stress levels. We hope our quick and simple IDEAS technique can help keep your spirits and energy high whilst achieving your goals for the week.

I – Intention

Start your week with intention. What do we mean? Set out a plan of what you want to get done for the week. These are your goals.

D – Determination

Determine and list your goals in order of priority. Not everyday will go to plan but if you prioritise your goals for the week, when you have to rejig your plans, this will ensure that you are still focused on your priorities. Be determined to see your daily plans through but remember that missing your target for the day is a possibility and perfectly okay. Life happens. Try to get back on track.

E- Encourage

Remember to encourage yourself when your days don’t go to plan. Celebrate small wins and reward yourself for completing tasks or challenges faced along the way to achieving your goals. Be grateful for yourself and your accomplishments. Look after your physical health by exercising and eating well. Surround yourself with positive people, they can help you stay motivated and confident when you lose courage.

A – Action

Take action. A plan without action is like being thirsty, grabbing a cup or a glass but not filling it up with water. How are you going to quench that thirst? Break down large tasks into smaller manageable tasks towards achieving your goals. Track your progress daily.

“Action is the fundamental key to all success” – Pablo Picasso

S – Self Reflection

So it's the end of week and you've not achieved all of your goals. It's time for some self-reflection. Reflect on your week and identify areas of improvement. What could you have done better, what would you do differently in terms of managing your time, tasks and decisions you made.

We all lose motivation from time to time, and we can’t predict everything that would happen. Having a plan on how to keep momentum going when we lose motivation or feel deflated is a powerful tool and hopefully one you'll use to keep motivated as you start your week.

How to organise a last-minute Office Christmas party

Wed, 24 Nov 2021 15:45:32 GMT

How important is the Office Christmas party?

Hopefully, this festive season marks the return of big team Christmas get together for most people. Work places up and down the country will be preparing to have an evening or afternoon of fun, celebrations, entertainment, and good old-fashioned knees-up. After months of social distancing and limiting interpersonal interactions, we are looking forward to our Office Christmas party.

For some, it will likely to be the first time in a long time that you will gather your whole team together and we hope you have all your planning sorted by now. We also understand that not everyone gets given the luxury of time to organise events. So, if you’re one of those who haven’t given much thought to Christmas party themes until now or the role of Office Christmas party planner has suddenly landed on your desk at the last minute, do not despair. We are here to help, simply CLICK HERE to send an enquiry to our friendly team.

December is a busy time for us all personally with our family Christmas get together to organise, taking on the planning for the whole office on top of that, can be challenging. We can take the pressure off you by handling everything from finding a festive venue to coordinating other administration and extras to help you create an enjoyable experience for you and all your invitees.

Feeling confident and want to take on the challenge yourself? We’ve given some useful recommendations below on the key elements to consider. But, before getting into that, here are a few reminders of why the Office Christmas party is much more than a jolly time together.

Importance of Office Christmas Party

With businesses still trying to recover from the impact of the global health crisis, keeping costs down is top priority and it is little surprise that Christmas parties are one of the first expenses to be dropped being seen as unnecessary or extravagant. But business owners still need to invest in their staff. Christmas is the one time of the year where a staff party is expected and it can affect how employees feel about the company they work for.

Saying Thank-you – Christmas parties are more than just an excuse to get yourself and your colleagues drinking copious amount and getting smashed for the night. It is a chance for organisations to show gratitude for 12 months of hard work from their employees.
Teambuilding and bonding – Christmas get togethers can play a big part in shaping the culture of the company. They can prove to be a fantastic bonding experience as members of teams from different departments who wouldn’t necessarily come together at any other time of the year are able to mingle and socialise in a relaxed atmosphere.
Wellbeing – Treating your staff well and doing something positive for them after a stressful year reinforces the fact that you care about their wellbeing.
Company values – these days, most people want to work for organisations that know how to have fun whilst working hard. Having a celebration or party says a lot about a company’s culture and values.
Employee Feedback – most employees will give their honest feedback about the company in an informal setting. Conversations are much easier and can give management an opportunity to hear about the true feelings of team members as well as new ideas on how to make the company a better place.

Key steps to organising a last-minute Christmas party

The less you have to do yourself the better. This means opting for pre-arranged or packaged party deals which could help you avoid the extra time, costs and efforts required to coordinate these items separately. Aside from choosing a date and sending out invitations to staff and guests, there are 5 important steps that we recommend you follow,

Step 1 - Determine your budget (or agree one with the budget holder),

Step 2 - Choose a venue

Step 3 - Select a theme for your party

Step 4 - Plan activities to go with your theme (including music and dance)

Step 5 - Decide on style of food and drinks

You may have additional steps such as arranging transport and accommodation for some of your guests if this is part of your remit or event planning logistics.

This late in the season, it is important that you find and book the right venue. Good venues will offer Christmas packages which include most, if not all the elements you need for your event including venue hire, catering and even your entertainment. This option could save you the costs and the stress of organising these items separately within the very limited time you have.

Still looking for a venue for your Christmas party? CLICK HERE for our FREE VENUE FINDING service. Call us on 0203-617-1010 .

Venue Finding during COVID-19

Tue, 14 Sep 2021 14:52:18 GMT

Tips for venue search and selection during the pandemic

The pandemic is not over yet. But, as the gradual lifting of COVID-19 restrictions begin around the world, there is now cause for cautious optimism that we are slowly returning to some form of normality. At least here in the UK, most restrictions have been removed in England. There are different rules for Scotland , Wales and Northern Irelan d .

If you have decided to resume live, in-person events, you will be faced once again with the task of researching and finding a venue to host your events. Under normal circumstances this can be a daunting and time-consuming task with many variables to consider. Check out our previous article on top tips to consider when making venue selection for your event HERE .

Planning in-person events in the context of COVID-19 adds an extra layer of specifications and considerations which meetings and event planners should think about and discuss with a prospective venue. Here are some of our top tips and list of things to consider.

1. Contracts – according to recent report from the ONS, confidence in business started to increase in May 2021 with revenue performance in the hospitality sector is at its highest since August 2020. This is great news but the situation and restrictions relating to COVID-19 are still fluid. Find out about venue booking terms and conditions early on in your venue finding process and how flexible they are should your event date change.

2. Facilities - have the provision and management of facilities (e.g., toilets, cloakrooms, green rooms, changing areas etc) had COVID-19 risks considered (hygiene, social distancing etc). Putting in place hygiene measures plays a crucial role in reducing the risk of transmission. This should include providing handwashing facilities and hand sanitiser, particularly in high-traffic or higher-risk areas, such as reception and entrance foyers, doorways, lifts, and bathroom facilities. Find out what the venue has in place.

3. Face covering - the government is still recommending the use of facemasks or coverings to be worn in crowded indoor environments. This is not a legal requirement and different organisations are following different rules so, find out how your prospective venue is dealing with this and how it may affect your event.

4. Social Distancing - this is still an effective way to prevent transmission especially in places where people are gathered for a long period of time. Some venues may have floor markers or request delegates to adhere to social distancing. Find out what social distancing protocols and practices will be in place on the day of your event.

5. Cleaning regimes and fresh air – find out what risk management protocols will be in place and whether you are comfortable with this. All reputable event venues have introduced enhanced cleaning regimes and good ventilation in their venues. Don’t be afraid to ask about what’s in place and ask venue staff to explain anything you don’t understand.

6. Self-testing & Vaccine Passports – it will be down to the venue’s discretion if they wish to ask delegates to ‘check in’ on arrival or self-test and display a negative result before entering their venue. However, as the host or event organiser, it is good practice to actively encourage self-testing and/or include this within your joining instructions. Whatever you decide, find out what the venues’ protocols are and ensure you reach an agreement on the process very early on in your venue finding process.

7. Covid Positive results & isolation – in line with government advice, encourage people with symptoms to self-test before attending your event to ensure they do not have COVID-19. If positive, advise them to stay away from the event to protect others and book a PCR test immediately.

8. Food & Beverage – what COVID-19 risk mitigations and new protocols for the handling and serving of F&B have been incorporated into the venue catering operations? What does this mean for your event and attendee experience?

9. Track & Trace - can you or the venue collate and safely maintain contact details of staff, attendees and other visitors at your event, if needed by any Track & Trace requirements.

10. Training – have venue staff been trained in their role in minimising the spread of COVID-19?

Live events are irreplaceable, and it was never a question of if live events will come back but when. If you are anything like us, you’ll be excited at the prospect of being surrounded by people networking, sharing creative ideas, learning new knowledge whilst enjoying great hospitality once again and in a safe manner.

We can help you with your venue finding tasks - contact our venue finding team on 0203-617-1010 or theteam@leniohospitality.com

5 reasons to host a Virtual Event

Tue, 02 Mar 2021 12:45:02 GMT

Why start hosting virtual events?

With in-person events temporarily suspended due to lockdown and restrictions, events moved online and virtual events became the primary event hosting model in 2020. The discovery of vaccines have been a game changer and we are all hopeful that in-person events will return soon.

Here in the UK, the government announced a roadmap out of lockdown which could see the gradual reopening of hospitality venues and the return of in-person events this summer. This is subject to a review of data against the government’s four tests . The roadmap shows some large and controlled events of up to 1,000 people or 50% of capacity including conferences and sports events being allowed to open from the 17th of May . In addition, legal limits on social contacts and live events could be removed from the 21st of June .

Whilst the biggest vaccination programme is now underway across the globe, countries are adopting different strategies and they are at different stages in their battle against coronavirus. You can see how different countries are tracking and handling the pandemic here - COVID-19 around the world . This has an impact on how soon international events will return. Thankfully, virtual events continue to provide event organisers with unlimited global potential.

Virtual events can be just as effective as in-person event. They are similar to in-person events, the difference is that they are hosted over the internet rather than a single location or venue where attendees are physically present. If you are still wondering whether to make the leap from in-person events to virtual, we have outlined below five key benefits of running your events online.

1. Cost-efficient

Without the need for extras associated with in-person events, example – accommodation, travel, catering, logistics and transporting materials to event venues, the cost of hosting and attending virtual events could be considerably lower.

2. Flexibility and Variable

It’s not a decision any event organiser would make lightly but sometimes events have to be cancelled or postponed due to an emergency. The global pandemic is a recent example of an emergency beyond the control of any event organiser. The stress, time and energy required to replan an in-person event can be huge. Virtual events are much easier to replan and replicate. The flexible nature and clever use of technology allows you to set up a similar online event in a matter of weeks.

3. Making Global Connections

The global reach of virtual events and the effective use of technology means you are able to reach an unlimited audience regardless of where they are in the world. Last autumn, one client’s event attendance almost tripled in size from 128 to 380 attendees when their in-person event changed to virtual. Of course, the social contact and connection experienced from meeting people in-person cannot be overlooked. But virtual events make it easier for your event attendees to connect with a global network of people.

4. Sustainability

Virtual events can help people attend your event without the long travel distance and cost to be there in person. Hosting events online also reduces and removes a lot of the waste created when hosting in-person events, particularly with food and beverage and rubbish from set up or breakdown after the event.

5. Data

Data is the new gold and technology is putting a lot of data directly into our hands. Whilst ensuring adherence to data protection regulations, you can gather valuable event data and leverage information which provides insights that help you make informed decisions. This reduces the risk that comes with trial and error testing methods on your event. Using the right virtual event platform and event management software you can harness data points throughout your event process, from online registration, to in-event activities, attendance tracking and post-event feedback.

We hope that highlighting some of these benefits helps you take that confident step towards hosting your next virtual event.

Planning a virtual event? Let us help you do the hardwork. Make an enquiry HERE .

Bounce Back 2021 for Events

Fri, 04 Dec 2020 15:36:57 GMT

Will the Events Industry bounce back?

The hospitality sector has been most affected by the pandemic, both in the UK and overseas. Event companies, venues, hotels, restaurants, travel and similar businesses have suffered great damage. The impact on the events industry was almost instantaneous.

Back in March when restrictions were placed on face-face gatherings in the UK, events stopped and revenues literally evaporated. Event companies, event venues and their supply chains have been devastated and many face further struggles. Unlike some other areas of the hospitality sector which were able to return to some form of trading in July, the events industry was given a restart date of October 1st and even that came with further restrictions amidst fear of a second wave of COVID-19 infections.

As business dries up, the unemployment rate is rising especially in the hospitality sector. The latest official figures show that the UK unemployment rate rose to 4.8% in the three months to September , up from 4.1% in the previous quarter. And the unemployment rate among 16 to 24-year-olds, who make up much of the staff across restaurants, bars and hotels, is now 14.6%, also according to official data.

It all looks bleak and one burning question in the minds of many events professional is, will the events industry bounce back? Despite the gloom, I have been encouraged by the strength and resilience of the events industry over the past years. Having worked in events industry through the global financial crisis, the SARS outbreak and 9/11, I have great positivity from my first-hand experience of how the industry recovered from these events and I have strong confidence that we will bounce back. Admittedly, what is happening right now as a result of COVID-19 seems to be more serious, the prospect of ground-breaking vaccines on the horizon, infection rates decreasing and industry-specific measures are beginning to help build confidence in the industry.

Moving forward isn’t going to be easy and there are many challenges to overcome. But that real sense of purpose and pride in what we do, the creative integrity and drive for excellence that we have, will help us bounce. Of course, it’s not going to be flipping the switch on 1st of January 2021 and everything goes back to normal. Events are going to look different in the interim with a lot of adjustments and continued changes to operating models until the world beats this virus.

Event planners and venue providers who are creative are taking the lead to show how resilient our industry is by offering solutions to restore industry confidence. Virtual, Physical and Hybrid events are taking place. In England, as we begin to emerge from lockdown to a tier system, new Government guidance from 2nd of December allows for certain types of larger face-face events to take place. This is good news, and even better news is the approval of a vaccine in the UK and the prospect of its rollout starting this year.

The events industry is worth £70 billion annually to the UK comprising conferences, exhibitions, weddings, arts and culture, festivals and shows, music and sporting events. Events and hospitality professionals alike all want to see this great industry bounce back stronger than before.

Top 5 Preferred Venue Incentives

Tue, 11 Feb 2020 22:51:20 GMT

Ideas to help your venue stand out

As event planners or organisers, finding a venue that is available can sometimes be a challenge and keeping venue hire costs within budget an even bigger challenge. According to Eventbrite’s UK 2018 Pulse report , venue hire is one of the event organiser’s top 3 event costs. Not surprising, as the savvy event organiser knows that where you hold your event can be one of the biggest draws for potential attendees and choosing the right venue is critical to event success.

Despite the apparent challenge of sourcing and securing suitable and affordable venues, event organisers are spoilt for choice because of the changing venue landscape. There are now many different event spaces on offer with incredible variety, from traditional to trendy, unique, cultural, unusual and other alternative spaces.

In a high competitive market, venue owners/managers and sales managers are constantly trying to convince the event planner that their venue is the best space (or destination) for their event. From our own experience and that of event clients we have worked with over the years, we’ve put together the top 5 venue incentives which event planners look for from event venues.

Top 5 Preferred Venue Incentives

Added value items

Added value items remain the most popular incentive. The term ‘value added’ refers to “extra” feature(s) of an item of interest (product or service) that goes beyond the standard expectation and provides something “more”. Added value items can give venues a competitive edge whilst providing clients with good value for money. Examples include extra audio-visual services, complimentary use of organiser’s office, cloakroom services, etc.

Discount on multiple bookings

Multiple bookings refers to placing two or more event bookings with an event venue or venue group. There are pros and cons for the event planner and venue provider. If done correctly, it can be a win-win situation. The event planner makes savings on venue hire costs and time sourcing event spaces. The event venue benefits from guaranteed volume business over a specific period thereby increasing room usage and occupancy levels of its event spaces, ultimately increasing revenue.

Discount on long-term contracts

Long term contracts remove the financial guesswork for both event venue and event organiser because it guarantees the former certain income and the latter a known level of expense over an extended period of time. Long term contracts also gives venues the opportunity to develop trusted, mutually beneficial relationship with clients, allowing you to get to know your client’s business and grow with them. It requires careful planning, fair negotiations and most importantly strong commitment to make it work.

Sweet as the good side of a long term contract can be, the other side can leave a bad taste in the mouth of both parties.

Incentive Gifts/Rewards

Adding that little extra touch to a client’s event and enhancing their attendee experience can help venues standout. From simple give-aways that won’t break the bank to luxurious experiences, event venues need to be creative and consistent. Examples are,

Company gifts: merchandise, water bottles, coffee mugs, etc

Industry specific gifts: pens, notebooks, selfie sticks, etc

Experiences: tickets to other events around the client’s main event such as concerts, sporting events, evening receptions, etc.

Food and drink: fruit, chocolates, wine or champagne, etc

Money/cash incentive: gift cards and vouchers

Flexible Payment Terms

Offering flexible payment terms come with business risks and there won’t be an all-encompassing solution to use with every event client. Nevertheless, being flexible with payment options could better maintain clients and attract new ones. According to Hubspot, a study by Forrester found that companies that offered flexible terms for payment saw sales increase by 17% and average order climb by 21% and it’s really no different in the event industry. With the right systems, processes and implementation, the offer of flexible payment terms could be a reason an existing customer or potential client continues or starts doing business with your venue.

At Lenio Hospitality , we bring event planners and event venues closer together to achieve a common goal – delivering successful events through improving performance of their people, processes and profits. Want to know more about our event solutions? Call us on 0203-617-1010.

How far ahead should you plan your events?

Wed, 30 Oct 2019 18:09:50 GMT

A fundamental question for event planners

It’s the last quarter of the year and the Autumn conference season is now in full swing. Event planners/organisers have a busy schedule ahead either executing and delivering autumn events or planning a calendar of events for next year. Have you ever thought to yourself, “When should I start planning my event?”. It is a fundamental question event organisers constantly ask.

The type of event planning we’re talking about here, however also includes promoting your event and to put it in context, event planning is a process of managing a project such as a meeting, conference, tradeshow, ceremony, teambuilding, party, etc. Planning an event involves many steps and tasks from concept to promoting and delivering the event.

The best time frame to plan and promote any event is as early as possible. As a general rule of thumb, event lead times can be as little as 90 – 180 days for certain types of events. Major and larger events need a lot more time because of the volume and complexities of planning, promotion and coordination.

Pulling off a successful event is no easy feat. Juggling different tasks and balancing deadlines, budgets, suppliers, stakeholders, exhibitors, attendees and venue staff can be stressful. Giving yourself and your events team plenty of time to coordinate all of these things will reduce stress levels.

The benefits of planning your event early are huge. We discuss five key benefits below:

1. Cost savings

Your chances of securing suppliers and services at good rates are a lot higher when you plan your event well in advance. Venues and service providers are likely to offer early booking discounts to win your business. Planning your event well ahead also gives you more time to patiently consider and compare offers.

2. Availability of suppliers

Getting in quickly to secure the availability of suppliers and services providers will help avoid disappointment. This is especially important if you are organising an event during peak seasons. A big part of any event hinges on the right venue, the choice of venue options becomes very limited when you leave your planning too late.

3. Generate more interests

Don’t forget you can start promoting an event even before you’ve planned it, so there is no need to hold off promotion until your plan is perfected. Planning early gives you more time to build up hype about your event. The greater the interests, the better your chances of increasing registration and attendance.

4. Flexibility to change options

Planning an event involves input and coordination from different parties. A good planner expects the best but anticipates things may not always go to plan. Planning ahead will prepare you for any obstacles and challenges and allow you the flexibility to consider other options if necessary.

5. Reduce stress levels

Event planning is a stressful job. Stress isn’t always bad but when stress exceeds your ability to cope, it stops being helpful and causes damage to your mind and body. Early planning allows you to have better control of your event project, breaking it down into smaller manageable steps.

Need help with your event planning? The team at Lenio Hospitality can save you time and money, we can help with all or part of your event planning process. Click here to contact us.

Outdoor Space Ideas for your Events

Wed, 19 Jun 2019 16:17:17 GMT

Being outdoors broadens participants' minds.

Both Spring and Summer bring us the opportunity to spend time outdoors. Some people are questioning whether we are in spring or summer right now? Each season has both an astronomical start and meteorological start. The astronomical start date is based on the position of the Sun in relation to the Earth, while the meteorological start date is based on the 12-month calendar and the annual temperature cycle.

The spring months are March, April and May, the summer months are June, July and August. According to the meteorological calendar, the first day of each season is the 1st day of the beginning month, so 1st of March for spring and 1st of June for the summer season. For the astronomical calendar, the start day of each season is around the 20th/21st of the beginning month.

Why does this matter to us? For many of us, the change from the winter months to spring delivers a much-needed break from cold, snowy days. For others, spring represents a time of great change and new beginnings in both our personal and work life. Rising temperatures and warmer months in the summer provide the perfect temperatures for outdoor activities.

A 2005 study from the University of Michigan linked spending 30 minutes or more outside in warm, sunny weather to higher mood and better memory. The same study found that spending time outside in the sunny weather isn’t just a mood booster, it actually can change the way people think. The researchers found that being outdoors broadened participants’ minds, leaving them more open to new information and creative thoughts.

So, make the most of the warm days while you can and get your events and delegates outside when you can. London offers various opportunities for outdoor space hire whether as a space on its own or as an additional space alongside your main event space. Here are some suggestions of outdoor spaces you can hire:

1. Rooftop Terraces – Incredibly popular during the warmer months, they provide fantastic views across any City. They can also be used as impressive social spaces to add luxury and style to any event.

2. Garden Venue hire – A wide range of garden types exists. Whether showing of the brand-new blooms of spring or summers riotous colours, gardens provide an opportunity to entertain and inspire your guests in a calm environment.

3. Riverside spots – Whether you are organising a company awayday, teambuilding, socials or a private event, what could be better than spaces with riverside views and spectacular sights. London has one of the most iconic rivers in the world, the River Thames. It often provides the perfect backdrop for your event. Its banks are packed with charming restaurants, waterside bars and beautiful event venues. They come at a premium though.

4. Café patios and Courtyards – They allow the pleasures and conveniences of the open air Some venues allow exclusive use of courtyard and patio spaces, so you and your delegates can have some privacy.

5. Boats/Ships – Similar to Riverside spots, boats, ships and river yachts also provide excellent outdoor event spaces. When on the move, they provide the perfect solution of being able to simultaneously socialise, network, be outside in the open air whilst enjoying breath taking views of a city. A fantastic setting for corporate and private events such as dinners, receptions and other special occasions.

Remember, outdoor spaces are very popular and get booked up quickly. Why not? Everyone loves the outdoor. If you need help finding an event venue with outdoor facilities this Summer, we can help. Contact the Lenio Hospitality team on 0203-617-1010.

6 Things to Consider When Designing your Event Space

Wed, 15 May 2019 16:22:57 GMT

Event Space Design

So, you have made your venue selection, contracts are signed between your company and the venue provider, now the real planning begins. The design and feel of your event space are important factors in the overall customer experience of your delegates. This includes the arrival experience, during the event and any post event activities.

We examine 6 things to consider from the point of view of the hall, conference or meeting space where your main event session will take place. However, if you have other rooms or breakout areas in the venue that you will also be using for registration, breakout sessions, exhibition, catering or networking, factor these into your Design too.

A good layout allows good flow of delegate traffic and any event services you have ordered. Your aim is to make it easy for delegates to explore all that your event has to offer on the day.

Here are our top 6 tips:

1. The purpose of the space – be clear about the purpose of the space and design the room or hall around this main purpose. Ask yourself some basic questions such as, what activities are going to take place in there, how many people would be in there at any one time, how long will they be together in this space? Contemplate how you want your event space to look before you start designing it. If you need some inspiration, ask the venues for images of events that have been hosted in that specific room or hall space in the past.

2. Layout – Each venue/space has its own dimensions that you have to work around. Beyond that, each space has its own physical limitations beyond dimensions such as pre-existing features like electrical outlets, doors/windows, ceiling height, etc. The layout you draw up should consider all of these. Most good venues have a floorplan of their venue so do ask for a copy of floorplan for the spaces you have booked before you start planning.

3. Furniture & Materials – ensure the style and size of furniture you decide to use in your event space coordinates with the purpose and layout. For instance, oversized furniture or overcrowding in a conference or meeting room can lead to restlessness and discomfort amongst your guests. Roundtables are ideal for events that want to encourage group discussions amongst delegates. If you are bringing your own furniture or materials to the venue, check vital statistics such as doors & ceiling heights, lift sizes etc, to make sure these can fit through entrances and doors. Poorly positioned items can obstruct sight lines and present health and safety issues.

4. Colours & Lighting – we know that colours and lighting can affect our feelings, emotions and mood. But we are not just referring to our bedroom or living room. As an event planner, think about the atmosphere you want to create for your delegates. Will you need black out blinds to control glare from strong sunlight (a nice problem to have!)? If relying on ceiling or wall lights to floor lamps, it is a good idea to know beforehand what options are available to control the lighting in your event space. Be bold and take advantage of opportunities to use colours to personalise a space to your unique brand identity or event theme.

5. Sound & Vision – whether your delegates are listening to a speaker or watching a performance, you want to ensure the right sounds are coming from the right places. Too much sound (including noise disruptions) or no sound at all can make or break an event. In your Event space design, ensure you plan for the location and performance of any sound equipment you will be using. Also look out for possible external sound interferences. Technology is the future of events. Use technology tools to create interactive event spaces and unique experiences for your delegates.

6. Air & Ventilation - good indoor air quality and ventilation is a major contributor to the comfort and overall experience of your delegates. All the spaces you will be using should have proper heating or cooling equipment for the right amount of people they have been designed for, usually the maximum capacity of the space. Don’t be afraid to ask the venue if unsure.

These are our top tips. Have we left anything out? Please feel free to share your ideas with us – theteam@leniohospitality.com . If you need help planning your event or searching for a venue, please contact us.

Stress proof your Event

Mon, 01 Apr 2019 17:43:01 GMT

If stress has been creeping up on you, act on it.

Stress is unavoidable in the workplace and the nature of what causes stress can vary dramatically from job to job. According to a 2018 Careercast.com report, an Event Coordinator is one of 10 most stressful jobs, list alongside careers such as Firefighters, Police officers, Airline pilots, Reporters and Broadcasters.

The report evaluates stress to 11 core factors (stressors) – Travel, Career Growth Potential, Physical Demands, Environmental Conditions, Hazards Encountered, Meeting the Public, Competition, Risk of Death or Grievous Injury, Immediate Risk of Another’s Life, Deadlines, and Working in the Public eye. We briefly examine how two of these factors can cause high stress to the Event planner and provide some useful tips on how things you can do to become less stressed about them.

1. Travel – whether you are organising an event for locals within your community, internal staff meetings or an international conference, there is always an element of travel. For you and your event attendees, here are our two key tips for stress free travel:

a. Leave plenty of time for your journey; Because who knows if you’ll end up in a traffic jam or a train suddenly doesn’t run or stops at a station and doesn’t go on. Arriving early is safer and less stressful than a last minute rush or panic.

b. Be ‘mobile’; the right use of technology saves time and effort. These days almost all airlines allow you to check in online and most events (including yours!) allow delegates to download name badges following an online registration process. Not only are you doing your bit for the planet by going paperless, you can avoid the stress and worry of losing a boarding pass or registration document and the less stuff you have on you as you travel the better. Hopefully, you won’t lose your mobile phone.

2. Deadlines – Adhering to strict deadlines or time schedules is very often required and critical in many business situations. Event planning involves a lot of project management and the coordination of the various aspects of an event including choosing a venue, speaker, arranging transport, accommodation, etc can be a complex mix of tasks.

Accurately tracking these tasks to timely completion is important to achieve successful event outcomes. Meeting deadlines is all about being well organised and having good time management skills. Here are our favourite tips to help organise yourself and beat those deadlines:

a. Make a Schedule/Checklist and stick to it – Keeping a checklist is important to help you keep track of things you (and others) have to do. And for those moments when you feel overwhelmed or lost, just refer back to your list. Ticking off completed tasks from your list is also provides a good motivation.

b. Prioritise – To efficiently execute your event project, you need to learn how to prioritise. On your checklist, you need to decide which tasks or activities are most important and in what order they need to be tackled.

c. Ask for help/Delegate – It is likely that you have a lot to do in preparation for your event project. You decide to do it all yourself and you are suffocating under the weight of it all with a high level of stress. Stop! Look for opportunities to pass on responsibility for some tasks to others within your team and take advantage of all the resource available to you. Remember, you can also delegate externally too. For example, you can use a Venue Finding Agency to source for venues.

Humans are designed to have short, sharp periods of stress every now and then. Stress gives us the ‘high’ that is necessary for psychological good health. But it needs to be managed and used to your advantage to enjoy the motivation and energy it provides so you are stressed positively as opposed to stressed dangerously.

Event Budgeting

Mon, 11 Mar 2019 17:59:10 GMT

HOW TO REDUCE YOUR VENUE HIRE COSTS

One of the most important tasks when planning any event is Budgeting. According to various industry reports over the past decade, one of the top challenge for event planners is managing budget. Keeping costs as low as possible and making sure you don’t spend more than you are going to earn in revenue is a critical part of event management. Even if your event is not necessarily to make profit, you still need to keep costs within budget.

Whether you are an experienced event organiser or new to event planning, finding an affordable venue which meets your event requirements can be a daunting task. Now, it’s really all about negotiation. You can reduce your venue hire costs by asking your chosen venue for a reduction in price. But, before you dive into negotiations, you need to understand what the venue offering and the different venue hire rates available. Here are the most common types;

1. PACKAGED DEALS
Like an all-inclusive vacation package deal, event venues may offer an all-inclusive rate when you enquire about booking an event space. For one flat price or day rate per person, the venue provides you with most of the key elements you need for your event including the hire of the conference, meeting or training room, food & beverages, audio-visual equipment, etc.
Benefits: With a package rate, you won’t get shocked by hidden costs and you can plan your event budget more accurately. Total hire costs simply varies according to the total number of attendees you confirm with the venue.
Beware: Whilst an all-inclusive package rate is convenient and makes planning and controlling your budget a lot easier, it is important that you are clear about what is included in the package and that it is the right one for your event. Asking for items not included in your package could come at a premium, swallowing up any savings you thought you could have made from choosing a packaged deal.

2. DRY HIRE
This simply means when you only hire out the room, no food, no drink, and in some cases no audio-visual equipment. You get a blank space.
Benefits: Ideal if you want to dress or brand the space for a special event or you are fortunate to have a massive team of event suppliers who can provide extra features such as design, lighting, catering, etc
Beware: whilst this may seem like a cost-effective option to you initially, costs can quickly rack up if you later decide to add those items to your booking requirements.

3. SEPARATE ROOM HIRE RATES PLUS EXTRAS
This is similar to a ‘build your own’ travel package and many conference and event venues offer this as a cost effective option to clients who need the flexibility to be able to add or remove extras such as catering, audio-visual equipment, etc. The room hire rates are also offered on hourly, daily, weekday or weekend rates.

Remember to ask venues that you are considering about each and every item you will need. If you opt for a packaged deal, clarify what is included and what isn’t. When you request additional items at the last minute, ensure that you account for any additional fees in your event budget.

Venue selection process

Mon, 04 Mar 2019 03:59:21 GMT

8 important points to consider

When it comes to making that final venue selection for your event, here are 8 essential points you should consider:

1. Access – Accessibility is very important. This refers to the ability for everyone attending, regardless of disability or special needs to access the venue and use available facilities. Lack of proper access can exclude some of your event attendees and that is not good.

2. Location – If your event is going to be attended by people from varying locations, a centralised location is ideal. Good transport links, accommodation and parking facilities available should be checked out. Also, check out the environment around the venue, what else is around that could have a negative or positive impact on your event. For example - places of interest or point of attraction could be an extra pull if you expect international delegates. Whereas, an impending public protest or major construction works around a venue may disrupt your event.

3. Capacity – this refers to the venue’s overall capacity as well as that of the specific room you may have been offered. Find out if the meeting room or event space will allow your event to grow if required and be mindful not to choose a room too large. A half empty room does not provide a good impression of a successful event. All good venues provide you with details of their conference or meeting room features and capacities.

4. Technology – nearly all events rely on one form of technology or the other for presentations and communication with delegates. Be sure to check that the venue you select can provide the necessary technology as well as the support services required for your type of event.

5. Food & Beverage - almost certainly, food and beverage are a key feature on most event planning checklist. Whether a number of servings of tea/coffee with some snacks or an a la carte menu, ensure you know what catering options are available, quality of menu and the efficiency of delivery.

6. Costs – venue hire is a critically important aspect of your event budget. Ensure that any proposal you receive is comprehensive and has taken into account all the products and services you require from the venue as well as other costs such as fees and taxes. Beware of unexpected or hidden costs for administrative services, security and equipment not included in meeting room hire or day package rates.

7. Terms and conditions – a venue’s booking policy, knowing what is and isn’t allowed on its premises, minimum charges, deposit and payment terms, cancellation policy, etc are very important factors to consider before you make your venue choice.

8. Quality and Service Standards – creating a good impression is important so check that the venue is well maintained and of a good standard. The overall ambience including the obvious such as natural daylight, ventilation, signage, furniture and features need to match the style or theme of your event.

However, beyond the glitz (or lack of) of its facilities, the key players of how well a venue delivers on the day of your event is down to the staff . Knowledgeable and experienced staff play a big part in determining the level of service you receive and the venue’s ability to meet the operational requirements of your event.

Due to the intangible nature of services, it is not so obvious what level of service you can expect from a venue. However, there are a few things which give you an indication of what to expect. If you are selecting a venue that is well-known for hosting events or a well-known brand, you can easily check previous client feedback on a comparison site or ask for referrals from colleagues.

If you are able to make a site visit to the venue, ask the venue directly about their past experience and success with hosting events similar to yours. Another good way, is to see how quickly the venue’s sales team respond to your enquiry as well as the quality of their response. This can be indicative of what the venue’s service is likely to be like throughout your booking.

Searching and selecting a venue for your event can be challenging. Hopefully, this list gives you a good starting point. If you need help with your venue finding tasks and saving on venue hire costs, please get in touch with Lenio Hospitality’s venue finding team on 0203-617-1010 .

Choosing the right venue for your event

Mon, 04 Mar 2019 03:59:18 GMT

Key tips and things to consider

Event venues come in all shapes, style and sizes. Which one you decide to use needs careful consideration and your final venue choice will depend on aspects such as your target audience, the size of event, type of activities you wish to provide, the style and tone of your event.

Importance of choosing the right venue

A venue can be likened to a template. It shapes the outcomes of every aspect of your event. It is the focal point where every other element of your event meet or come together to produce that memorable event for your guests. A poorly chosen venue can create problems which may be very difficult to fix once you have confirmed your venue booking.

So, whether you are organising a social function such as a wedding or party, or corporate events such as conferences, training or meetings, you need a venue that provides the right backdrop and reinforces the message you are trying to convey to your event attendees.

Starting your venue search

Ensure you have developed your initial event concept, theme, etc and clarified your event objective before you start your venue search.

If you have access to your company’s internal facilities, great stuff. But if like many you have to use one of the various channels available in the market to search for a suitable venue, start early to avoid disappointments in terms of availability and affordability.

Types of venues

So, what are the venue search tools and channels available to use? Technology is making it easier to source venues. You can start your search using your favourite search engine like Google or Bing, or you can use one of the dedicated Venue Search websites available now. It does help before you start your search, for you to know and decide which type of venue you are looking for. We’ve put together a handy list below:

1. Hotels – as well as accommodation, most hotels also offer meetings and event spaces.

2. Conference & Event venues – purpose-built spaces solely focused on hosting conferences, meetings, exhibitions and various types of events.

3. Academic venues – owned by colleges, universities and educational institutions with auditoriums and classrooms available to hire.

4. Stadium – mostly known for hosting large sporting events but do also have smaller event spaces.

5. Special event venues – spaces with historical or cultural themes and unique spaces such as museums, theatres, cinemas, aquariums, art galleries, cruise ships, state parks, zoos, cultural and community centres. Restaurants are doing more than just hosting socials. They are also beginning to adapt their spaces to host corporate and business type events.

Even for the most experienced, searching for the right venue for an event can be very time- consuming and stressful. Comparing venue offers, conducting site visits, negotiating rates, terms, etc can quickly take up a lot of your time. If time is not something you have lots of, you could consider using a venue finding agency.