Here at Conference Yorkshire South we’re dedicated to making life as easy as possible for you. Planning an event can often seem overwhelming especially if you have to trawl through a formal bidding process. That’s why we are here to help you every step of the way- or as and when you need us.

Planning to Bid

During the initial stages when you are considering a bid and exploring the opportunities we will help you narrow down suitable venues and arrange visits. We will accompany you to offer our advice on how they best fit your brief. We can share best practice information to help you develop your bid, learning from the success of other bids. We can provide a wealth of local contacts who can offer additional services or expertise.

Bid Support

Once you are ready to formalise you bid we can provide a more specific and comprehensive venue search presenting you with availability (including avoiding event clashes) and negotiated rates and even help you prepare your budget. Subject to certain criteria, we can obtain letters of support from our Chairman, Local Authorities or local industry experts. We can support the bid document with images or information and can assist with face to face presentations.

It may prove useful to provide travel and accommodation information for the bid. Conference Yorkshire South works with all hotels and accommodation providers as well as rail and travel operators into our region to offer various options for booking accommodation and travel at advantageous rates and can even organise exclusive arrangements for the event.

Enhancing the appeal of the event for partners and families can be especially attractive when planning a bid. Consider offering extended visit options and partner programmes, or day trips and evening events to facilitate the visit. Our team have lots of popular ideas or can tailor something specific for you.

During the initial or final stages of the bid, the organising committee may wish to visit the proposed destination, venues and accommodation facilities. Our team can organise a programme of visits, be present and provide a full showcase of the destination. We can also use our relationships with venues and suppliers to request discounts or upgrades on travel and accommodation for visiting committee members.

Winning the Event

Once you have the green light we will ensure that contracts are prepared and accommodation and travel booking channels are ready to go live for your delegates. We will ensure you have dedicated contacts at all the venues involved.

We can help you in maximising PR for the event through our existing media networks. In many cases we can also support you with marketing materials and general logistics if you are required to promote the destination at a preceding event.

Our team will keep in contact with you right up until your event, throughout it and afterwards.

Visitor Information

Enhancing the visitor experience is all part of delivering a successful event. We can offer advance and on arrival visitor information such as destination maps, guides, rail travel, tickets for our local tram network, event information, eating out recommendations and much more.