Search · compare · negotiate · sign
A structured search across hotels, convention centres and unusual spaces, returned as a like-for-like comparison you can actually decide from — then negotiated and contracted.
The work
Most venue searches produce a folder of PDFs that cannot be compared. One quote includes AV and service charge, another excludes both; one holds space for fourteen days, another for two. The decision then gets made on the photographs.
We issue one structured RFP with your real requirements in it — capacity by session type, ceiling height, rigging, load-in access, power, room block size and cut-off, cancellation and attrition — and return a single comparison sheet with the commercial terms normalised. Then we negotiate, walk the building, and get it signed.
Before a single venue is contacted we agree what the space has to do: how many in plenary at what set, how many breakouts running in parallel, where catering happens without emptying the plenary room, whether the stage design needs rigging points and how much power the production draws. A venue that fails on ceiling height cannot be rescued by a good rate.
Quotes come back in different shapes on purpose. We restate every proposal on the same basis — net rate, service charge, tax, what is genuinely included, what the AV in-house monopoly will cost, and what the cancellation curve looks like at 90, 60 and 30 days. That sheet is usually the moment a client changes their mind about the front-runner.
A technical site inspection measures the things that decide your production budget: pillar positions, ceiling height at the stage and at the back of the room, rigging capacity, dock access and lift dimensions for load-in, distance from the plenary to the breakouts and to the coffee. It is not a tour of the lobby.
Attrition, cut-off, force majeure wording, exclusivity on AV and catering, and what happens if your numbers move by twenty per cent — we mark them, explain the exposure in money, and negotiate the ones worth fighting for. You sign knowing where the risk sits.
What you get
These are the artefacts that exist at the end of this workstream. If one of them is missing from a proposal you have received elsewhere, it is worth asking why.
Where this is used
10 – 60 delegates
Private working programmes for boards and executive teams — the property, the arrivals, the pacing and the discretion.
100 – 1,500 guests
Industry awards, internal recognition evenings and gala ceremonies — scripted, lit, rehearsed and finished on time.
Related services
Programme · delegates · stage · sponsors
Annual meetings, association congresses and customer conferences run as one plan — venue, programme, speakers, registration, sponsors, hotels, arrivals and the helpdesk.
Ground · venues · experiences · permits
What a DMC does, run to our standard — transport, venues, permits, staffing, dining and experiences in destination, with one accountable contact rather than a local subcontract.
Desk · owners · escalation · log
The team on the floor while the programme is running — arrivals, venue, stage, guests, suppliers and incidents, with named owners and written decision rights.
A structured search across hotels, convention centres and unusual spaces, returned as a like-for-like comparison you can actually decide from — then negotiated and contracted.
hello@voyacircle.com