A global media company needed accommodation to support the company Christmas party, which was to be held at a non-residential venue in central London for between 400 and 700 delegates. In addition, the company wanted to pay for and provide accommodation for all delegates. The hotels needed to be within ½ mile of the venue.
This organisation is a multinational media company headquartered in Hamburg, Germany, which operates in 16 countries. They have a number of offices based in the UK and this event was for their Head Office team.
The Company had never organised a Christmas party to this level before. Previously the event had always been held in a venue local to their Head Office. However, following the introduction of a new GM and a restructure they wanted to make it really special, in a unique London venue and pay for accommodation for all staff who wanted to attend.
Trinity sourced One Great George Street for the party and we had to locate two hotels within within half a mile radius of the venue. Each hotel had to be of a similar 4-star standard and offer between 300 and 600 bedrooms on a Friday night in early December.
During the initial planning stages with the client we were unsure on numbers, but it was agreed that the company would be happy to contract 300 bedrooms and then we would manage the remaining requirement on an allocation, rate card basis. We reviewed all hotels within a half mile radius and identified 2 large hotels managed by groups with whom we had a good relationship. We approached our account managers at both of these groups to work with us. We requested contracted rooms and preferred terms and conditions for the allocation in order to allow the client access to the maximum number of rooms at the minimum liability. These properties were Doubletree by Hilton London Westminster and Park Plaza Westminster Bridge hotel.
Our accommodation team met with both properties, looked at what each could offer and assessed which would be best placed to take the block of contracted rooms and the block allocation, based on terms and conditions, release dates, deadlines, etc.
I believe that through Trinity’s approach and commitment to training and development and the investment in their team to visit such a high number of hotels and venues per year, that we get a vastly higher level of service and knowledge, which ultimately saves us both substantial time and money.Event Manager, Bauer Consumer