Fixed Fee

At WorldEvents we organise and deliver business focused, visionary events that meet your needs. We have been creating imaginative events for more than 20 years and have experienced, knowledgeable staff underpinned by extensive standard operating procedures.

That’s why we are prepared to offer a fixed price service. We charge fees based on our estimated time to deliver a specific type of event based on the brief, programme, destination, venue, number of days and number of delegates.

Where our time costs exceed the amount of our written estimate then that is at our own expense. We provide estimates with full breakdowns and only if the brief changes or additional requirements are requested do our fees increase and the additional cost is pre-agreed before any costs are incurred.

Procurement Procedures

As part of our standard operating procedures we ensure we negotiate with all suppliers to achieve maximum cost savings. These costs savings are passed on to our clients by way of reduced costs through the following key areas:

Accommodation

• Preferred Supplier Agreements with major hotel groups
• Consolidation of hotels to maximise leverage and increase buying power
• Database of rate history to use as leverage – using competitor hotels for comparative quotes
• Never accept first offer – quotes visible on budget estimate
• Negotiate to best offer possible – identified on budget estimates
• Ensure terms and conditions are favourable
• Look at the full package – not just accommodation
• Added value to include room upgrades, free agency rooms, reduced bar rates during a sales conference, complimentary welcome reception and breakfast included in the room rate

Travel

• As a BA preferred partner we have access to preferential rates
• Negotiate with airlines for the best group rates on requested routes
• Refund all unused taxes on cancelled tickets
• Research and secure optimum flight options
• Ensure that “no frills airlines” are used where appropriate
• BTA card to manage your travel spend through the AMEX account

Delegate Management

• Provision of the WorldEvents event software
• Client reporting and financial management
• Maximise early registrations
• Minimum risk – cancellation fees

Local Agents

• Preferred supplier status agreements with local agents
• Utilise local buying power to negotiate rates at a local level
• Agree and disclose to client any local agent management fees on the budget
• Negotiate local agent contracted services
• Frequent use and knowledge of destinations builds direct relationships with suppliers (cutting out any local agents)
• Benchmark local agent costs against direct purchasing to ensure all rates are competitive

Food, Beverage and Social options

• Negotiate F&B rate card
• Ensure guaranteed numbers are accurate
• Outsourcing some of the F&B elements (such as wine – hotel v corkage)
• Social programmes having a strong creative element rather than expensive F&B
• Use WorldEvents on site staff wherever possible – rather than contracted staff expense