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How to host a well organised Virtual Event and how we may have the solution for you. 08 Apr 2020

Whatever your industry and whoever your client base, the last few weeks will have been challenging time for your business. Many industries have needed to readjust the way they operate, from home working or the impact of furloughing staff and operating with a reduced work force load to social distancing and the government ban on travel. You will no doubt have been impacted in some way.  

The question of how to keep engagement with your clients and manage the day to day running of your business continues to be a key concern for most businesses.  Platforms such as Microsoft Teams and Zoom have been instrumental in providing a quick and easy solution to enable the majority of businesses to continue working with clients, workforce, suppliers etc as efficiently as possible.  But how can you ensure the content of your virtual interaction is reaching the right audience?

Over the past few weeks, we have been working closely with a number of existing clients, charities and organisations to assist them in moving from face to face training and event management to a virtual solution using the EventStop system. 

This system allows you to plan and organise events, set up free or paid events, issue tickets, take payment and assist with the administration of a virtual event.

Positive Points to Live Events

Many businesses have already seen the positive impact holding online events can bring, including:

  •  Easy to schedule
  • Great way to stay in touch with clients and workforce
  • Opens events to a wider audience
  • No limit to type of event that can be conducted virtually – for example webinars, health and wellbeing classes, meetings, training to name just a few.
  • Can have significant cost savings (travel, venue sourcing )

Plan & Prepare

It is important to plan your event properly, the content of virtual events should mirror the same quality of content as physical meetings or events. Consider the following

Schedule your event – allow sufficient time for the intended audience.

How you will advertise and promote the event.

Consider what kind of event you are running – is it a free or chargeable event?

  • Will there be a limit on the number of attendees?
  •  Will the event be run as a one off or repeated?
  • Will you issue tickets

How you will organise data

  •  How will you keep track of those attending.
  •  Are there any follow up actions to consider i.e. information to be sent to attendees, meeting notes etc.

Production

Important questions to ask

  • How will your event work?
  • Will it be pre-recorded or live?
  • Is audience participation required? Will your audience interact with you? – will you need to consider sound quality?
  • Is your internet connection strong enough to deal with hosting a live event – factors such as time of day and number of participants can have an impact on your broadband strength.   

Presentation

If you are working from home, where will you host the event?

  • For example, will you and your audience need space to move?

Pay or Not to Pay

  • Will your event be free or chargeable?
  • How will you take and manage payments?
  •  Do you have a payment provider set up?
  • Will it be a ticketed event?

In Summary

Putting on a virtual event can be daunting, but it doesn’t have to be. Using the Eventstop system allows you to set up a paid or free event and connect it to your chosen online platform. It can issue tickets and assist you in the administration of your online event.

Call us on 0344 822 3227 or visit www.eventstop.co.uk for further details.

Louise White


 

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Update from Hospitality Guaranteed - COVID-19 26 Mar 2020

As a result of the current Government restrictions on travel and hospitality in the UK we have experienced a significant reduction in booking activity.

In order to minimise the effect this down turn will have on the business we have taken the decision to temporarily reduce our workforce for the period of the Government lockdown. 

We would like to reassure customers that this will not affect the running of the business or the level of service you can expect from HG.

However, during this time we would ask you to contact us on the usual phone number 03448 223227 or email us at info@hospitalityguaranteed.co.uk where the team will be happy to deal with your enquiry.   

As we will be running a skeleton staff  it may take us a little longer than usual to respond to your enquiries, but please bear with us. 

Your patience is greatly appreciated at this time.

Ben Gash

 

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Update from Hospitality Guaranteed - COVID-19 20 Mar 2020

Good morning all,

As we are all in a period of unprecedented uncertainty, we felt it important to inform you on the steps and measures we have taken in order to support our clients and ensure the best possible service.

We already know the weeks and months ahead will be a challenging time for the hospitality industry and we are working very hard to ensure that our clients’ booking requirements are met. We are also communicating closely with a large number of venues across the UK to ensure that clients and their learners/staff stay safe.

Our operational services will not change during this period, and we will continue to offer our clients the same excellent services as usual. We have successfully implemented a homeworking policy and will continue to follow government guidelines to ensure we are mitigating risk whilst delivering the same service you have come to know and expect from Hospitality Guaranteed.

The team are available to answer any queries or concerns you may have regarding a booking during usual working hours of 08:30 and 17:00 where our dedicated team will be on hand to assist you.  We are here to help and offer various established solutions to minimise impact on your business during this challenging time. If you wish to continue providing training or communicating with your learners our VirtualStop and EventStop systems can assist. Please contact a member of our team for more information.

Please let us know if there’s anything we can do to help your business over the coming weeks, we will endeavour to utilise our position as a leading booking agency to assist you wherever possible.

Thank you

The team at Hospitality Guaranteed.

Telephone- 0344 8223227

Email - info@hospitalityguaranteed.co.uk 

Ben Gash

 

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Could you save money on your conference and event spend? 22 Oct 2019

Could you save money on your conference and event spend? 

Finding the right system to manage your conferences and events can be difficult, one system may have some of the benefits that you need, but not all. No one has the time to sift through various platforms and systems, to then find out it doesn’t fit all your requirements. Especially in a time where budgets are being reduced, clients are more demanding and we are used to having accurate data at your fingertips is essential. 

To help save money on conference and event spend we’ve outlined a few of the features our clients tell us they benefit from most. Here we share more details on specific elements of our system that has helped our clients achieve significant savings on their conference and event spend. 

System user Sam Edwards from Babcock recognised this financial saving saying: “Hospitality Guaranteed worked with us to set-up ConferenceStop a dedicated system to support conference and event management. Having appointed Hospitality Guaranteed as our provider to manage and book our conference and events we have achieved over a 15% saving on our spend.” 

All in one dashboard

HG One Stop system is a digitally supported system for conferences, accommodation and events that provides the latest technology all in one place, to help clients save time and reduce annual expenditure. Not only is the dashboard available 24/7, it provides live accurate data and provides users with every tool they require. 

Sam was having issues with invoicing prior to using the HG One system, after speaking with our team of experts we quickly came up with a solution. 

“We worked with the team at Hospitality Guaranteed to set-up our company structure for invoicing in-line with our requirements. This streamlined and resolved a lot of issues we had with the previous system that created a bottleneck, and heavy administration and confusion around invoicing. The service and system is proving to show great feedback from bookers across the company.” 

Finding the right venue

Trying to find the right venue to fit your criteria can be a timely exercise, our system can search 1000s of UK and European venues based on your key criteria using our innovative ‘map it’ tool. Meaning, those countless hours spent searching for the right venue can be solved within minutes. 

Sam and his team have benefited from the experts at Hospitality Guaranteed who are specialists in the hospitality sector who negotiate on his behalf. 

“The system supports the booking from the venue finding right through to invoicing. Having everything in once place, on one system has been vastly improved our efficiency.” 

Automated reports

A key benefit to the HG One system is our automated reports feature, Management Information can be broken down into specific details to enable you to review overall company spend, allocate departmental and individual budgets. This then gives vital information to assist negotiations for future rates and budget setting. 

Accessing this data has allowed Sam to make informed decisions quickly and supported effective budgeting. 

“I benefit from automated reports that I can access 24/7 that show the current spend, forecasted spend and cost savings made.”

 Experts on hand 

What sets us apart is our experienced team, each one of our clients has a dedicated account manager, who will review your enquiry, hotel options, packages, costs, contracts, terms and conditions and will check that your invoice is accurate. 

Our dedicated experts negotiate where possible, such as room upgrades, refreshments, parking, free Wi-Fi and other additional cost savings. Sam shares how this supports him: 

“What we get from the system is second to none. We have used other platforms and find this is much more aligned to our needs. Having an account manager and the option to pick up the phone and speak to someone who understands our requirements creates a responsive service that ticks all the boxes for us.”

“We would recommend Hospitality Guaranteed and have found the implementation of the service smooth and seen great benefits which we are continuing to build upon,” 

HG One Stop is an online service designed to save time, money and confidence managing all aspects of your event, accommodation, conference and apprentice programme bookings in one easy to use system, it combines the latest online technology with a knowledgeable and experienced team.

If you’re looking to reduce costs and save time, or if you have any questions about our system, get in touch with one of our expert team members here at Hospitality Guaranteed.

0344 822 3227

Conference@hospitalityguaranteed.co.uk

Ben Gash

 

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How can training providers benefit from using a dedicated event system? 22 Oct 2019

How can training providers benefit from using a dedicated event system?

Planning an event is a multifaceted task. Creating content to ensure the objective is delivered alongside trained facilitators to ensure delegates retain the information should be the main focus. However, many organisations find themselves spending valuable time researching venues to find suitable space within the perfect location; time that could be spent elsewhere.

Paul Copper from a leading global company has been using ConferenceStop for more than seven years and explains how working with Hospitality Guaranteed and their combination of advanced technology and industry experts has helped with productivity whilst giving him the confidence he is receiving the best value from his venue choices.

As a global partner of a leading motor vehicle organisation, they are responsible for all retailer training, delivering the UK Training Programme for the following qualifications.

  • Vehicle Maintenance and Repair
  • Vehicle Parts Operations
  • Vehicle Sales
  • Customer Service

Paul explained how ConferenceStop has supported him in his role: “When the system was first introduced, we didn’t know what to expect. You don’t know what you don’t know, and change is difficult. The team at Hospitality Guaranteed guided us through this process. They supported us throughout the set up, so we were able to get the most out of the system moving forward. The templates are now set up and we can reuse these whenever we have a new training session.”

ConferenceStop provides Paul’s organisation with a specialist on-line system ensuring all the required information is captured and complies with safeguarding requirements; essential in the apprentice arena. The dashboard provides accurate management data and allows the team to make informed decisions. Paul explained: “The system is simple to use, and the dashboard speeds up the whole process for us. The simple drop-down boxes mean we can operate on auto pilot. We are more efficient and have definitely saved administration time since using ConferenceStop.” 

In addition to the technology, Hospitality Guaranteed pride themselves on their customer service and although the system provides a simple solution, industry experts are on hand to offer support.  

“The team at Hospitality Guaranteed are great. They are experts in their field, keep abreast of industry updates and, more importantly, know our requirements. We have a dedicated account manager who will make suggestions to us before we have to ask, and we are confident they are negotiating hard for us behind the scenes. We have been able to reduce the number of hotels we are working with, leading to better supplier relations and an improved repeat service.”

Paul concluded: “In short the support we receive from the ConferenceStop system and the team at Hospitality Guaranteed is integral to our operation; it’s like having an additional project manager on the team!”

Ben Gash