How can we help?

Cambridge welcomes enquiries from agents and PCOs and we, at Conference Cambridge, will do everything we can to help you place your clients’ events in Cambridge.  Our venues are committed to conferencing and although we do have some academic restrictions, the conference business is taken very seriously.

We value the role agents play in the events industry and we strive to understand our clients’ business strategies so that we can deliver the best service possible, so please do talk to us if you can see areas for improvement.

 WE’D LIKE TO MEET YOU

We’d really like to meet you. We are happy to come to you to show you our portfolio, explain our service and see how we might work together more closely in the future; or better still, we’d love to host you here in our city and show you some of our facilities. Please do get in touch if this sounds like something of interest.

MAKE AN ENQUIRY

Please use our online enquiry form or call us on +44 (0)1223 768740. Our free service saves you the time of contacting each independently and is the quickest way to ascertain availability and prices for venues in Cambridge.

Provide us with as much details as possible – although we appreciate that you may not be able to answer everything at this stage – the more information you are able to include, the more efficiently and effectively we’ll be able to get you the responses you need.

Tell us your commission terms so that we can pass the information on to our venues to prevent any misunderstandings on rates; we aim to be completely transparent with our pricing to make your job straight forward.

WHAT HAPPENS NEXT?

Venues with availability will send details of their offer to you; we recommend allowing 48 hours for all offers to be made. Please note that our venues tend not to respond in the negative, so you will only hear from those venues that are able to help.

The venues in our portfolio include all of the undergraduate Colleges, some of the postgraduate and theological Colleges, University Buildings, several faculties and departments, as well as the Cambridge University Press buildings, Madingley Hall and The Møller Centre.

We are also able to offer advice regarding our network of over 50 partner hotels and alternative venues in the local area. As an agent ourselves for these venues, we are unable to circulate your enquiry. However, if you are looking to place a multi-site event that will use one of our portfolio venues, we will forgo our commission to allow you to place the business with the hotel/venue and bring the business to Cambridge. We hope you understand our position on this matter.

After we’ve circulated your enquiry, we’ll get in touch to see how your plans are progressing, to check that you have received a satisfactory response, or to see if we can help any further.

If your enquiry is urgent, please tell us your deadline for responding to your client and we will endeavour to respond within your requested time frame.

You can of course contact us if you need to at anytime – please keep a note of your enquiry reference number and quote it in any correspondence.

CHOOSING A VENUE & MAKING A BOOKING

We strongly recommend that you and your clients, where possible, visit the venue before your event and that you make a provisional booking.

Please be aware that each venue has its own terms and conditions and take the time to check these in advance of any booking, as cancellation charges do apply in most instances.

The Conference and Catering Departments in our venues will take care of all your event requirements and we would be pleased to help with any enquiries that you may have regarding travel or other activities during your visit, such as guided tours or punting.

We understand that your client will have a proposal that may include several venues in one destination or several destinations and we appreciate that they will take time to decide.

We kindly ask that you keep us regularly updated and that once you’ve chosen a venue, regardless of whether it’s one of ours or not, you provide us with honest feedback to enable us to better serve you in the future.

We’re in this for the long haul and it’s really important to us to determine the outcome of each and every event so we can monitor our effectiveness and improve our service.