Complete event management services for Southampton

Here to share our expert planning knowledge

Over the past 20 years we have built up an incredible wealth of experience hosting events across the city of Southampton and the surrounding local areas. Our long-standing relationships with venues and suppliers mean we can quickly assist you with your exact conference or event management requirements, saving you time and hassle.

In addidtion to our Free Venue Finding Service, we can also offer planning, management and support for any aspect of the event, and offer a full suite of services to help you create the perfect experience for your delegates and guests.

Find out more about the process of bringining a spectacular event to Southampton below, or use the buttons to jump straight to our additional services.

Crowds at a concert event clapping their hands

  • Step 1: Information Gathering

    Let us know some basic information about your conference or event:

    • Your preffered dates
    • The approximate number of delegates
    • Catering and accommodation requirements
    • Your preferred style of venue
    • The objectives of your event

    Plus anything else you would like to include in your event!

    Venue Enquiry

  • Step 2: Free Bespoke Proposal

    Drawing on our breadth of knowledge of venues in the local area, we present you with a bespoke proposal outlining suitable venues, including negotiable rates and availability. We aim to get this to you within 24 hours.

    Once we have talked through the proposal with you, we can arrange visits to to the venues for you and your colleagues and begin preliminary discussions around rates and suppliers on your behalf.

  • Step 3: Choose Your Venue

    Explore your options, visit venues and decide upon the best option for your upcoming conference and event.

  • Step 4: Planning Process

    We make the venue booking for you. We then support you through the entire conference planning process, including:

    • Checking contracts
    • Event planning and management
    • Marketing your event to help boost attendance
    • Checking accommodation availability, pricing and managing delegate room bookings
    • Sourcing AV equipment, room decoration, theme support and arranging transport

    Keep reading for more information about the available Management and Support Services

  • Step 5: Final Arrangements

    You make any final practical arrangements with your venue. We can then be around on the day of the event to help meet and greet your delegates, and provide general support to ensure your event is a huge success.

Additional Services

We are passionate about delivering events and go over and above expectations for our clients. Below are just some of the additional services we can provide assistance with as you bring your event or conference to life.

Our experience has also taught us that no two events are exactly alike! Get in touch to discuss your exact requirements and we’ll be happy to help.

Conference or wedding seating setup

Event Tech

Pre event registration set up, tickets & payments and event Apps can all be set up and managed by our team
Man checking and signing a contract

Contracts

We will review and advise on venue and supplier contracts where support is needed
Conference attendees taking notes in notepads

On Site

We will be your onsite logistics management, and onsite registration solutions, we offer both digital self registration and a personal registration service by uniformed team
Male speaker presenting full-size screen to a crowd

Presentations

If you need one point of contact to liaise with your presenters and collate your presentations for your event, we can do this!
Female speaker at an event with pink lighting

Speakers

We will research and propose high profile and well known event speakers for your event, additional services include full speaker liaison and briefing
Screen Projector available for hire

Event Audio Visual

Using our recommended suppliers we will liaise to agree audio, visual and stage requirements for your event, including sound, lighting, presentation and technical support, let us appoint your supplier and negotiate within your budget
Camera Interview in library

Video & Photography

We work with excellent regional suppliers with experience in conference and event video and photographer, we can research suppliers, brief them and be their contact on site on the live event day.
Branding colour swatches and books

Branding

Do you need your brand to stand out at your event, we can look at the opportunities and spaces at your venue location to ensure this, including branded lecterns, stage backdrops, signage, delegate badges and evening branded bunting!
Man using laptop computer to register guests

Administration

Event organising can come with a lot of additional administration including sending delegate agendas, reminders of the event location, liaising with suppliers and the venue etc.. let us take this pressure off your team, and provide you with some administration support.

Delegate Services

Providing a warm welcome to Southampton and the surrounding area.

Wherever your deleates have travelled from, we can:

  • Meet and greet them at the airport of train station
  • Arrange transfers to and from the conference venue
  • Meet and greet them at the venue
  • Provide local information packs and maps on arrival
  • Provide a local information desk

PLUS: Free accommodation booking service – if not included in your conference package, we can offer your delegates a hassle-free, personable service to book accommocation during their visit to the city. We can provide options to suit all budgets and details to include proximity to your conference venue for ease of choice.

Contact Us

Whatever your event or conference needs, we’re here to help. Get in touch with any questions or requests, and one of our dedicated team members will be happy to assist you.

shirley@www.destinationsouthampton.com

(+44) 0345 226 9944