What is Event Project Management?

For Corporate Events Buckinghamshire, we manage your event from start to finish, saving you from the endless emails, late nights and long hours that event planning often demands. You can count on us to handle as many or as few elements as you need, from developing the event design and concept through to seamless on-site delivery and thorough post-event evaluation.

What is included in your fees?

Our fees include the full organisation of your event. This includes venue and supplier sourcing and management, logistics, contract and payment handling, food and beverage management, budget management, on-site delivery, project planning and other agreed services.

What locations do you cover?

Our Event Management Buckinghamshire team operates globally. Whether you require a hotel in the Lake District, a conference venue in Berlin, or a location closer to home in High Wycombe, Aylesbury or Reading, we research and curate a tailored shortlist of venues that meet your requirements.

Our five guiding principles of Hard Working, Inspiring, Personable, Proactive and Open shape every event we deliver. Our upbeat attitude and high service standards mean we consistently create events we are genuinely proud of.

Can you plan and run my event for me?

Yes, absolutely. We act as an extension of your existing team and can take responsibility for as much or as little of the event process as required, ensuring the smooth delivery of your event objectives.

How can I get in touch with you?

You can call us on 01372 460100 or email enquiries@hippoevents.co.uk. Our office is based in Surrey and further contact information is available on our contact page.

MATS Excellence 2025 Conference & Awards Dinner

MATS Excellence Conference and Awards event venue finding

The
Brief

We were delighted to be appointed once again to conduct a Venue Find for the MATS Excellence 2025 Conference and Awards Dinner. Having worked with this client for over five years, we understand the level of detail, professionalism, and creativity required to deliver an exceptional venue proposal that reflects their brand values and high standards, as well as that of the event itself.

The brief required a central London venue capable of hosting a full-day conference for 150 delegates in a cabaret layout, followed by a Gala Dinner for 300 guests in the evening. The client also needed exhibition space for up to 25 stands, a drinks reception and a three-course seated dinner. Accommodation for up to 50 delegates was required, with rooms on an allocation basis.

All of this had to be delivered within a budget of £35,000 plus VAT, with evening prior set up to ensure the event ran smoothly from the first moment delegates arrived.

Name of Event:

MATS Excellence Conference and Awards

Event Type:

Conference with awards dinner

Size:

150 for conference, 300 for gala dinner

Location:

London

Venue:

Leonardo Royal Tower Bridge

Hippo’s
Solution

Venue Finding & Negotiation & Selection

After conducting a comprehensive venue search across London, focusing on locations with excellent transport links, we shortlisted five carefully selected venues that met all aspects of the brief – combining central accessibility, high-quality conference facilities, elegant dining spaces, and convenient on-site accommodation. Drawing on our extensive experience, we were able to identify venues that would align with the client’s budget, ensuring we presented only the most suitable and cost-effective options.

Following the venue proposals, we coordinated site visits to the client’s preferred hotels, managing all logistics and providing comprehensive information to ensure a seamless experience. After the visits, we continued negotiations with the shortlisted venues to secure the most competitive rates and added value, guaranteeing the client received the best possible deal.

Thanks to our experience and strong relationships, we negotiated added value with the venue, achieving over £20,000 in savings, representing a 31% reduction from standard rates. We supported the client through the contracting phase, ensuring all the Terms & Conditions were acceptable before sending onto our client for signature and payment.

The
Result

The Leonardo Royal Tower Bridge was confirmed as the ideal choice, with our client booking the venue, following our proposal, for their MATS Excellence 2025 event.

Delegates enjoyed an engaging and professional conference experience, and the Gala Dinner was a memorable evening celebrating achievements in the education sector. The venue provided the perfect backdrop to the day and the evening.

5 options proposed for our client within the proposal stage
Cost saving negotiated with the venue of over £20,000
Representing a cost saving % of 31%
Site visits organised
Contractual support throughout
Repeat booking received for next year from the client

Our client was thrilled our team’s prompt responses, attention to detail and hands-on support throughout the event. We are delighted to receive a repeat booking for next year – a true testament to our service! The cost savings we achieved added real value, allowing the client to enhance the experience for delegates, without increasing the budget.

Client Feedback

In our post-event debrief, the client rated Hippo Events 5/5 across all categories, including:

Frequency and quality of communication
Proactivity and initiative
Venue finding and proposal quality
Instant access to shared documentation

When asked if they would recommend Hippo Events to a colleague or another organisation, the answer was an emphatic yes!

Now let’s talk about how we can make YOUR away day it unforgettable… Contact us here.

“Once again Hippo Events have provided an exceptional service from start to finish. Hippo are always on-hand to assist, even once the event has been handed over. Nothing is ever too much bother and they are also very prompt and efficient in their responses. Always a pleasure to work with.”

Event Manager