Month: November 2024

Meeting Room Hire in London’s Most Iconic Borough

Posted on by patchmarketing_info

As a collection of leading, multi-purpose venues in central London, our members have a wealth of experience in creating unforgettable experiences for meetings and events. In this blog, we’ll share some of their expert advice to help you discover the very best meeting rooms in London.

Why Finding the Right Meeting Room is Critical

With an abundance of meeting rooms in London to choose from, finding and booking the right one can take a great deal of time, research and careful consideration. It’s a critical stage in your event planning process as the physical and aesthetic environment the meeting room provides can either enhance or detract from the tone of your event.
 
Whether you organise intimate board meetings, large-scale conferences, product launches or interactive workshops, there are several different factors to bear in mind when selecting a meeting room. The following considerations will help you find the event space best suited to your goals and the delegate experience you’re striving to create, which will ultimately impact your event’s success.
 
  • Location: is your preferred venue accessible and easy to reach for your invited guests, including people with physical disabilities or mobility issues? Look out for proximity to transport connections, as well as availability of nearby parking or convenient drop-off points. Within our portfolio, there are over 50 venues with meeting rooms in London, all conveniently situated within the City of Westminster with multiple nearby transport links.
  • Capacity: as well as choosing meeting rooms based on your delegate headcount, finding spaces that can be easily configured to suit the best seating format and layout is important. Will seating be theatre-style, classroom or boardroom? Will there be additional set-ups required within the room, such as catering and networking break areas, or branding zones for sponsors? Comfort is key for all participants, so this should be prioritised when making your selection.
  • Amenities and equipment: delegates have increasingly high expectations for the provision of fast and secure connectivity, as well as advanced technical equipment at events. When looking for a hi-tech meeting room, check if the amenities include hybrid event tech, video conferencing facilities, interactive display boards, seamless AV solutions and robust Wi-Fi.
Meeting rooms in 20 Cavendish Square
Meeting rooms at 20 Cavendish Square
  • Ambience: creating the right environment will boost productivity, encourage engagement, support collaboration and heighten the overall event experience. Everything from interior lighting levels and natural daylight to temperature control and views from your meeting room will have an impact.

Tips for Booking Meeting Rooms in London

With all the different factors to explore before making a final decision, it’s advisable to start the process as early as possible, especially if you have a fixed date in mind. If you’re short on time, using AI-powered tools and venue booking platforms will speed up the selection process, by researching, benchmarking and shortlisting options based on your brief and budget.

Once you’ve identified a selection of the most suitable venues based on your specific requirements, asking the following questions will help inform your final decision and aid your event planning:

London Meeting Rooms in 110 Rochester Row
Meeting Rooms at 110 Rochester Row
  • Costings: are venue hire, catering, AV and other ancillary event services charged for separately? Or are day delegate rates (DDRs) available and if so, what do these include? Is a deposit required? What are the terms for cancellation or date change flexibility?
  • AV: if this is offered In-house, what is the full specification of equipment available?
  • Catering: does the venue have an onsite caterer, or a list of external approved suppliers to choose from? Is it possible to bring in your own catering or preferred supplier if they aren’t on a recommended list?
  • Accessibility: your delegates may have a broad range of needs based on physical, Augmentative and Alternative Communication (AAC), sensory and cognitive requirements. While it’s important to ensure your preferred venue is fully wheelchair accessible, other key questions to ask include: is braille signage available? Can lighting easily be adjusted for people with sensory sensitivities? Is any assistive technology provided? If not, will the AV system and Wi-Fi support the use of personal electronic aids?
  • Health and Safety: what protocols are in place at the venue? This could include evacuation procedures, on-site First Aid provisions, health and hygiene guidelines, and what risk assessments, method statements, permits or other documentation is required? Is Security included in the hire fee?
  • Breakouts: are adjoining spaces available or are there other rooms located nearby that can be used for breakout activities such as catering, networking or working groups?
Elegant meeting rooms at One Birdcage Walk
Meeting rooms at One Birdcage Walk
  • Rate negotiation: if your preferred venue doesn’t match your allocated budget, it’s worth enquiring about discounted rates for off-peak days or lower season times of the year. If you’re looking to secure a venue for multiple dates, why not ask about a preferential block booking rate? For charity or public sector organisations, concession discounts are often available. And some venues may even be open to contra deals, depending on who your attendee audience is and what sponsorship opportunities are on offer.

How to find a meeting room with Westminster Venue Collection

If you’re looking for meeting rooms in London, Westminster Venue Collection provides a one-stop venue-finding service. Our membership includes over 50 of the most prestigious and sought-after venues and meeting spaces, offering extensive choice, state-of-the-art facilities and show-stopping views of the capital’s most iconic landmarks.

Traditional meeting rooms at One Great George Street
Meeting rooms at One Great George Street

Find venues in Westminster for your next event

Enquiring with Westminster Venue Collection couldn’t be easier thanks to our free, personalised service. Using the search facility on our website, you can save time by creating a shortlist and submitting one event enquiry to multiple venues simultaneously.

Alternatively, send your brief to [email protected] and we’ll match you to the best suited venues with availability for your preferred dates.

 

Celebrating a record year of growth and development at the Westminster Venue Collection AGM

Posted on by patchmarketing_info

On 23rd October 2024, Westminster Venue Collection gathered at The Lansdowne Club for our latest Annual General Meeting.

Following a record year, it was the perfect time to reflect on recent achievements, celebrate successes and of course, welcome our new, expanded Board of Directors.

This year, under the direction of Paul Martins as Chair, and with strategic support from our marketing partner, Patch Marketing, our portfolio has grown by 50%, to over 50 venues.

We’ve had a busy year of events, exhibiting at the London Summer Event Show and The Meetings Show, as well as running our bi-monthly members meetings. In March, we launched our inaugural series of CSI themed familiarisation trips, in partnership with Huxley Events, to showcase the versatility Westminster venues have to offer event planners. Then in September, we hosted our annual showcase at RSA House.

 

At the AGM, we were thrilled to announce that Barbara Wutte from The Royal Society was resuming her former position of Chair, taking over from Paul who she thanked for his leadership. Barbara also introduced the new board formation, which includes a new Vice Chair and four new board members.

Introducing the new Westminster Venue Collection Board

Record growth for Westminster Venues presented at AGM event

Returning Chair and Enquiries Lead – Barbara Wutte

Barbara has been integral to the Collection’s board since 2017, helping to drive its vision and portfolio growth, in the roles of Chair, Vice Chair and supporting board member. Barbara says: “I’m delighted to be returning as Chair and to build on the incredible success we’ve achieved this past year through our progressive strategy. I’d like to thank Paul for his leadership and I’m excited to welcome our newest board members. Together, we will be focused on generating significant returns for our members, through multi-channel marketing campaigns, attendance at key industry exhibitions, hosted showcase and networking events for our ever-growing client base.”

Vice Chair – Clare Brace, IET London: Savoy Place

With over 25 years of industry experience, predominantly in venues and hotels, Clare is a superb addition to the board. As Vice Chair, she’ll support Barbara by sharing leadership duties, as well as take the lead on delivering our annual showcase, which is eagerly anticipated every year.

New board member – Medina Williamson, The Lansdowne Club

Medina lives and breathes hospitality and has done since the age of 16. She’ll be leading on the development of our new website. Education will be her other key focus area, channelling her desire to inspire the next generation by increasing awareness about why events is such a rewarding career.

Lansdowne Club hosts Westminster Venue Collection 2024 AGM event

 New board member – Christine Milburn-Philpott, One Birdcage Walk

Originally from Toronto, Canada, Christine has over a decade of experience working at iconic London venues. She loves finding opportunities for new growth, a skill which she plans to bring to the Westminster Venue Collection as a board member. She will also be supporting Medina with the new website.

New board member – Stephan Trockle – The Embassy, Lumiere London

Stephan and his husband, Fashion Photographer Carlos Lumiere founded Lumiere London in 2007. He’s currently part of the HM Government’s HELP TO GROW: Management Course at King’s College London. Stephan will be supporting the board in the role of Diversity, Equality and Inclusion Lead.

New board member – Rafael Azzopardi, Regent’s Events

Rafael has over three decades of expertise in orchestrating high-impact events and enhancing service excellence. As a new board member, he brings a unique blend of industry knowledge and a fervent commitment to education. Raf is eager to support our mission of collaborative excellence, sharing his insights and helping to build a culture of continuous learning and professional growth.

The Westminster Venue Collection 2024/25 Board of Directors also includes: The new Westminster Venue Collection board members for 2024-2025

  • Rhiannon Thomas, Central Hall Westminster – Exhibitions Lead
  • Marina Papadopoulou, Church House Westminster – Social Events Lead
  • Kay Davies, Houses of Parliament – Finance Lead
  • Paul Martins, Broadway House at Make Venues – Proactive Membership Growth Lead

With over 175 years of combined industry experience, our new board is expertly placed to support continual growth throughout 2025.

How to find a venue for an event with Westminster Venue Collection

If you’re planning an event in London, our diverse venue portfolio offers a huge wealth of choice in the historic City of Westminster.

Submit your event brief today

To explore Westminster Venue Collection, why not use the search facility on our website to create a shortlist? Or email your brief to [email protected] and we’ll match you to the best suited Westminster venues. You’ll then hear back from the ones that can fulfil your brief and have availability for your preferred dates.