Event Management
Meeting Request Form FAQs
Helping you to help us help you.
Our intuitive online form is designed to make sending us your event travel, offsite, meeting or event details a breeze.
Using conditional questions it guides you through sending us everything we need to give you the fastest and most accurate response we can. If you’ve got questions about how it works, check out the FAQs below…
General
Our intuitive online form is designed to make sending us your event travel (for 10+ people), offsite, meeting or event details a breeze.
Using conditional questions it guides you through sending us everything we need to give you the fastest and most accurate response we can.
You complete the form with all of your meeting or event details and requirements.
The questions you’re presented with are based upon the services you indicate that you need.
Upon completion of the form, a member of the Events team at Reed & Mackay will review your requirements and begin work.
Should any details remain unclear, the team will reach out to set up a call before beginning work.
In order to avoid disappointment with a preferred venue or supplier, we’d recommend contacting us as soon as you can.
If you aren’t a Reed & Mackay Events client already, we will require you to go through an implementation process to provide you with the full event managed service: this step can take up to 60 days. While that’s underway, we may only be able to provide you with our complimentary venue finding service.
As a full service event agency, we can offer full end to end event management. These include:
- Private Dining
- Event Travel (10 or more people travelling to the same destination, not necessarily on the same flight)
- Delegate Registration Services (RSVP sites, event mobile apps etc)
- Ground Transportation (e.g. airport transfers)
- Onsite Support
- Incentive or VIP Events (ie Presidents Club)
- Partner Conference/Offsite/Department Meetings
- Staff Social Events
- Entertainment (speakers, team building etc)
- Event Tickets or Corporate Hospitality
- Employee Gifts/Reward and Recognition
Accommodation
Group accommodation-only bookings start at 10+ bedrooms per night, to be contracted at the same venue.
If you require less than 10 bedrooms, then we recommend you use R&M/Book, or your usual Business Travel Team at Reed & Mackay.
We can support with any request for under 10 bedrooms, on the basis that you require meeting space within the same contract.
Ideally we require a minimum lead time of 30 days to provide our high-touch service. Please note that requests with a lead time of less than 30 days are subject to lower availability and increased pricing.
Meeting/Event Space
Yes – this is a part of our complimentary venue-find service. Please note – if your selected venue does not offer agency commission, a fee of 10% (plus VAT, if applicable) on the total contracted cost will be applicable.
Yes! When required as part of an event, these additional items form part of our service.
Complimentary venue-find
Once you’ve completed the event request form, we’ll submit your requirements to our network of suppliers and, utilising Reed & Mackay’s expansive buying power, we’ll work on negotiating best available pricing, flexible cancellation policies, added value and anything else that is important to you within your request.
Our proposal to you will follow within 2/3 business days, but if there is any delay, we’ll keep you updated.
Want to arrange a site visit? We can arrange that for you. If you are undecided and would like another couple of venues to consider, that can be arranged.
Once you have decided on your preferred supplier(s), we will make an introduction. At this point, you’ll directly negotiate the finer details of the contract, sign, and then agree payment arrangements, event logistics, etc.
We will check in from time to time with both you and your selected supplier to ensure everything is running smoothly.
We complete all the steps of the complimentary service on your behalf, then manage contract signature, payments, pre-event logistics and post-event reconciliation.
If you wish to request additional information and would like to discuss our services further, please contact us via email at [email protected].
