conferences

A Fond Farewell…

So our girl, Laura, is finishing her time here at Top Venues HQ and she wanted to write a brief farewell blog about her time with us. We’ll miss having her in the office and as part of the team and wish her all the best in her next adventure….

 

So, where do I start? May as well jump right in, today is my last day at Top Venues! So I thought I would write a farewell blogpost about my time here. What I’ve loved and what I’ve learnt and believe me I’ve learnt a lot in the past year.

When I started working here last August I was very nervous and not very confident. It was my first job out of university and I had no idea what to expect. Now a year on I am so much more confident in general and have much more faith in myself and my abilities. Last August the thought of walking into a venue expo or attending a fam trip (I also didn’t have a clue what a venue expo or fam trip was) on my own was terrifying and now it doesn’t faze me at all. I’ll happily go to events and fam trips alone, talk to anyone and even get on a plane on my own! I think this has come from being thrown in, well not thrown in but encouraged to dive in, at the deep end. Within my first month of being at Top Venues I had been to the Venue Expo in Liverpool and to Cambridge for a fam trip on my own. After that I was happy to go anywhere alone including Barcelona for IBTM, even if in the process of going to Barcelona I had a minor melt down at the airport as I hadn’t checked in online (oooopsies) but we’ll forget about that part. The point is I got there and back alive without any major disaster.

Throughout the last year I have learnt to negotiate rates, manage clients and how to think on my feet to solve problems and issues. I also know more venues than I thought I ever could. When I first joined the team I was fresh out of uni and my event experience revolved around festivals. I didn’t know any venues except for the odd hotel here and there and gig venues in Manchester but now I’ve turned into a mini walking talking venue directory.

I think the highlights for me have been attending some amazing fam trips such as The Cambridge Experience, The Leeds Big Sleepover and The Curious Case of London City Selection (all of which I have written blog posts about so have a look back through our previous posts for more info on them because they were brill!). I’ve also had a great time working with all our wonderful clients and will miss them all a lot. Even though finding the perfect venue for an event can be stressful hearing good feedback from a client makes it all worth it.

So there we have it. I just want to say a massive huge ginormous thank you to my boss, colleagues and our clients for making the past year fabulous, I’ve had a blast.

Over and out!

Laura x

 

You can contact the team at theteam@top-venues.co.uk or by calling 0844 8709 963.

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The Meetings Show 2016

This year’s meeting show took place from the 14th – 16th June 2016 at Olympia Exhibition Centre, London. Our girl Laura headed down for one night and one day for a busy but productive whirlwind 24 hours in London….
It all began on Tuesday 14th June. I hopped on a train to London at 5.04pm, arriving at 7.20pm I headed straight to check in at my hotel for the night, the Melia White House.  The Melia White House is beautiful and quite possibly has the best smelling lobby area ever! It was a vacation for my nose (my house tends to smell look cooking but not the nice kind, the kind when you are full and smell food and you just think ‘nope’. I’m not making myself sound great here am I?). Moving on, I checked in, collected an envelope with my pass and important details about the show from the concierge and then headed to my room. Okay, that sounds simple but funny story I’m a numpty and didn’t know how to use the lift (highly embarrassing). A kind man had to show me how to make the lift doors open. Heads up, you use the touch screen machine to the right of the first set of lifts, select what floor you want and then it tells you what lift to go to and it takes you there, it’s simple really once you know what you are doing or if you aren’t a numpty like myself. The Melia White House not only has 581 lovely rooms in eight categories it also has great event space. They have 10 meeting rooms and the largest can hold 150 delegates. Day Delegate Rates are between £60.00 – £70.00 for a full day meeting and include: 2 coffee breaks, 3-course buffet lunch in the restaurant, Wi-Fi, water, stationary, roll up screen and flipchart.

On Wednesday 15th June I woke up bright and early to get ready for a day at The Meetings Show. I headed down for breakfast which was lovely, checked out and boarded the coach that took us straight to Olympia for the show. I believe this is the first year that the event has taken place in the larger hall and it was a good and manageable size. Not too big, not too small.

Whilst at the show I had meetings with venues that we currently work with and found some new ones to start building strong and positive relationships with. One of the new venues I met was CentrEd at ExCel, London.

CentrEd (with a capital E, that was not a typo) is located at the Royal Victoria Dock in London. Although a bit further out than the sought after City area of London, CentrEd is easily accessible via public transport and heading out of The City has its benefits. For example, all 29 rooms have natural daylight and balconies with views of the beautiful Royal Victoria Dock. The rooms have flexible walls so the venue can create spaces for 20 delegates all the way up to spaces for 400 delegates. Plus you are only 20 minutes away from The City so should you need to get back there after it won’t take you long.

Next up is the Ibis London Earls Court Conference Centre or ILEC for short. This venue claims to be the most versatile space in West London and I can most definitely see why. The venue has an innovative modular space called The London Suite. This suite can then be partitioned and divided up to create smaller rooms. The whole hall can seat 1200 in a theatre style but then can be divided up so many ways that it can create as many as nine individual rooms. Not only can the venue cater for pretty much anything and everything they also have 504 bedrooms on site making it a great option for large conferences that also require bedrooms.

If you’re interested in any of the venues above or want to find out more on how we can help, get in touch!

You can email myself or the rest of the team at theteam@top-venues.co.uk or give us a ring on 0844 8709963. We look forward to hearing from you!

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The Cambridge Experience

A few weeks ago Laura took a trip to beautiful Cambridge for a couple of days of looking at the university buildings event spaces, feeling like you’re in Harry Potter and reliving your student days. Here’s what she got up to at The Cambridge Experience…

 

On Thursday I took the train to London and then back out to Cambridge. After the four hour journey, I arrived at the Robinson College, which might I add is the nicest student accommodation I’ve ever been in; much nicer than the shabby Rusholme student flat I lived in. Cambridge University is split into colleges where the students live and study. This is something that took me a while to get my head around as it is such a unique university experience compared to all other universities in the UK. After being shown to my dorm for the night, I did a quick sprits of perfume and a speedy lipstick reapplication before making my way down into the college building for drinks and to meet the lovely Conference Cambridge team.

 

The Robinson College has just opened its new £5million conference and event space. We were lucky enough to have the chance to look around the amazing top of the range event spaces it has to offer. The Crausaz Wordsworth Building has a bright and functional foyer area that is joined onto the kitchens that can be shut off or opened up making this space perfect for drinks receptions and networking. The Plenary room is the largest space in the building and can hold 72 delegates in a cabaret style. This space overlooks an outdoor area that is perfect for outdoor breakout space in the summer months. Upstairs there are many syndicate rooms that all boast natural light and top end AV equipment. They can also seat up to 18 people cabaret.

 

After a look around all the fresh and impressive spaces Robinson College had to offer, we took a trip into Cambridge for a drink in a quintessentially British pub, I mean it would be rude not to take a look at the Cambridge nightlife. How else can we sell the city to our clients if we can’t give an all round view of everything the city has to offer?

 

The next day we started with breakfast and show around of the Møller Centre. The Møller Centre is a dedicated residential management and training centre with a lot to offer to potential clients. The venue has 23 meeting and event spaces the largest seating up to 140 delegates. My personal favourite area of The Møller Centre was the indoor but still outdoor garden that can be used by anybody visiting the venue.

 

Next up was a look around the Churchill College – another one of the colleges that students live at during term time. The Churchill College’s largest space can hold 420 people and the college can sleep 400. In terms of style, this college felt and looked a lot more traditional than the Robinson College, which was a lot more modern.

 

Now for the part I had been most looking forward to and dreading at the same time (balance isn’t my thing and I had visions of me falling out): punting down the River Cam. After a relaxing punt ride in the sun (and no falling into the river thankfully) we had a quick tour of the Kings College Chapel before heading for a delicious lunch in The Kings College itself. As the trip drew to a close we had a walking tour of Cambridge and a look around the Gonville & Caius College.

 

Cambridge is a beautiful city with some incredible buildings making it a great conference and event city. The city is small and compact and every corner you turn there is another beautiful building to greet you. Also, you feel like you are in Harry Potter, so what more do you need?

 

If you’re interested in any of the venues above or want to find out more on how we can help, get in touch!

You can email myself or the rest of the team at theteam@top-venues.co.uk or give us a ring on 0844 8709963.

We look forward to hearing from you!

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End of Another Year…

Well what can I say – it’s been one hell of a year for us here at Top Venues and Events.

With wedding bells, new team members and bigger events there’s been something to keep us on our toes all year (we’re not complaining!).

We’ve been that busy, particularly the last three months, that we’ve even failed to keep our lovely readers up to date with everything that’s going on. (Sorry about that)

 

 

 

 

 

 

 

 

 

So what’s the score for 2014….

  • We have a guest blogger from Down Under that will be providing monthly blogs on everything event related to give us an incite into how our pals across the water work.(first blog will be this week)
  • We’re looking to find new offices as we need a bigger space so will keep you posted when we do.
  • We’re taking on even bigger events and working even closer with some of our regular clients to create better working partnerships.
  • We’re continuing to keep up the service standards we’ve set ourselves over the last few years.
  • We’re looking to keep you updated with more blogs that we hope you’ll find of interest.
  • We’re getting to know even more suppliers to be able to offer more to all our clients, old and new.
  • More importantly – we’re still the same approachable, happy people you currently work with and will continue to be 🙂

So, with all that to come and with this year coming to a close, all that’s left to say is:

MERRY CHRISTMAS & HAPPY NEW YEAR!

from all the team at Top Venues & Events xx

 

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Blogspot: What changes have you seen in the events market over the last two years?

Guest Blogger: Holly Whitman

Some would say I’m merely a “pup” in the world of hospitality and events, having started my career in a hotel as a Conference & Events Co-ordinator in Bolton in 2008, moving into a Manchester city centre hotel in 2009 and then landing where I currently am as Sales Executive for Manchester Conference Centre & Hotel. But over the last 5 years since I started, much has changed in this industry… even for new eyes like mine.

Lead times for large bookings are getting shorter, gone seem the days of booking a large multiday, international conference 2 or 3 years in advance. Now large enquiries are coming in 8 – 12 months in advance… when you’re lucky! This makes it incredibly hard to plan your business on the books and forecasting as you don’t know when “that biggy” will appear. But we adapt, and we keep an eye on those rebookers!

The buyers appear far more savvy now too, probably largely connected to the recession where budgets were cut, jobs lost and belts tightened. Clients are now more confident than ever to question proposals to find the best deals, happy to pitch hotels and venues against each other to get the best price, and who can really blame them! The lines between competitor venues are now blurred, no more clear boundaries in pricing from your 5* to your 3*, purpose built venue or redeveloped site.

What does this mean for us… well for Manchester I think it means working together more than ever as a city and a destination for all conferences and events. We strive to make ourselves as desirable as possible and if we don’t win that main contract, we can push for fringe events, accommodation or overflow. I think we’re doing a pretty good job too! Hotels and venues are communicating more and obviously don’t want to give away their secrets or their biggest clients, but we know there is always someone at the end of a phone or email to ask for advice or pass on a referral.

Manchester has grown into a hub of international business, with the Convention Centre bringing in large events from across the globe. There really is something for everyone within this “walk-able” city! It’s not just hotels and purpose built venues like ourselves that host events, we’re fighting art galleries, restaurants, bars, casinos and even museums.

This is what makes Manchester great, and the venues and hotels within the city even greater.

So, what’s changed over the last 2 years… communication, competition, relationships, lead times and more than anything buyers who know what they want.

We welcome it with open arms.

About the Author

Holly Whitman is Sales Executive at Manchester Conference Centre and Hotel and is responsible for all New Business and Account Management at the venue.

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Blogspot August

So, throughout the month of August we thought it would be a good idea to allow others to write a few guest blogs for us.

While we know you avidly sit on tenter-hooks waiting for our next blog (we can but hope), we thought you wouldn’t mind others having a bit of a say about their thoughts on the good, the bad and the ugly when it comes to venues and events.

It’s always good to hear what others have to say on a topic and while we try to write our blogs on a regular basis, as we’ve been pretty hectic here in the office over the last few months, we’ve been unable to write as often as we’d like.

So, over the next few weeks we’ll be posting the odd guest blog here and there, with a few of our very own in between, here on our blog.

If you fancy having a say yourself or know someone who might fancy writing a few words about their experiences of events, booking venues, or simply what’s happening in the events industry, get in touch with us, we’d be happy to have you onboard.

Happy reading!

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Summer Outdoor Events

We’re now nearly into July, which means the start of the summer events season is already upon us!

Cannon Bridge Roof Garden

Festival season is on our doorstep with Glastonbury this weekend and other festivals already having happened, as well as the start of some of the great outdoor events that are happening in London this year, such as Brick Lane Comedy Festival. So what’s stopping you from taking your event outdoors?

The weather is too unpredictable and it’s too risky!

The weather plays a massive part in an outdoor event and living in the UK means you’re subject to unpredictable weather. Waterlogged grounds, flooding and heavy winds can cause difficulties in the preparation and breakdown of an event, as well as the implications it has to the event itself. There are ways however to make the blow of bad weather a little softer. It is very important to prioritise weather contingency into planning, so why not create a Weather Action Plan? By looking at possible weather conditions for the day(s) of event and creating an action plan for any last minute changes, you can follow it simply and effectively without running into any trouble on the day(s)!

An indoor venue seems a better option!

Holding an event outdoors can give a different feel and dimension to an event, and there are plenty of outdoor venues around the UK and further afield which can be explored! The range of outdoor venues available are from countryside gardens and fields to inner city rooftops. Hilton London Wembley is a particular favourite for city people looking to hold their event outside. On the 9th floor is SkyBar-9 which features an open-air terrace overlooking Wembley Stadium. If you’re willing to travel for your event, why not head over to Slane Castle in Ireland? The venue is popular for large and small outdoor events, with the choice of hiring the castle grounds for a small gathering or the 100,000 seated natural amphitheatre for much larger gatherings!

I don’t know what kind of catering will be suitable!

Picnic by the lake at Blenheim Palace

You may not know, but there are restrictions on the kind of food you can serve at an outdoor event. Especially during the summer when it can be humid, it is wise to look up on the hazards that certain foods can provide.. And don’t forget about insects! Food is the main attraction for pests, but with a bit of planning they are easy to tackle. Place some bowls containing sugary water in different locations of the event to keep insects at bay. If you don’t want to disrupt the elegance of an event, instead use decorative mesh lids to cover platters.

 

If you thought having an outdoor event would be challenging, you were right. However, it can easily be planned and enjoyable if correctly prepared beforehand! By having a detailed back up plan, it’s like having a safety net underneath you, and it can easily be followed and executed if anything was to go wrong at your outdoor event. Take the plunge and organise your event outdoors!

Happy Planning! 🙂

P.S If you need any help give us a call on 0844 8709963 or email us at help@top-venues.co.uk and we’ll be happy to lend a hand.

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Challenges For Event Planners In 2013 And Into 2014

Since the first recession hit in 2008, the events industry has had to adapt to the changes, for example venues have had to continue offering quality service yet acclimatise to tighter budgets. The outlook for 2013 is a little more positive, with companies predicting over the up-coming years conferences and meetings will rise to make £21.8bn in 2015, a difference to the £18.8bn in 2010!

But WAIT! We event organisers are not out of the woods yet, as we are still looking to come face to face with challenges throughout the year. So what are some of the tests are we facing?

  • Shorter lead times mixed with tighter deadlines and limited budgets.
  • Venues and suppliers reducing discounts and incentives to make up for lost money.
  • Increased focus on sustainability and environmental factors.
  • Keeping ideas fresh and new!

With these problems in mind, what can we organisers do to help ourselves?

  • Organisers can push for budgets to be signed off earlier with additional time being used effectively to source cost effective venues and suppliers.
  • Why not use good old fashioned negotiation? As well as negotiation, make sure the venue sourced can be relied on for the event needs and budget, and that can also maybe offer a bespoke package, as a thank you for your commitment!

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The Recipe For A Successful Event

Following on from the recent Great British Bakeoff, here at Top Venues & Events, we thought we’d continue with the theme in producing our very own recipe for a successful event. If you follow it down to the letter, we’re sure your event will be every bit as successful as you anticipate it to be. 🙂

Ingredients

A Nice Big Cake!

– 100g – You
– 210g – Time
– Five teaspoons of budget (work out pre-event planning)
– A tablespoon of imagination

Step 1. Brainstorm Ideas – like a cake, what do you want the outcome of your event to be?

– Theme?
– Number of Attendees?
– Catering?
– Type of venue?

Step 2. Choose a theme, date, time and venue.

People enjoy different types of cake – chocolate, jam or possibly even carrot?
Make sure the flavours of your theme mix well –  mint and pineapple, in a cake, we think not!?
Co-ordinate a date and time for your event that works well for all guests.
Choose a location that will accommodate your number of attendees. Maybe go for a tasting session at a few venues – visiting your venue will give you a better idea of how your event will pan out and whether the venue is actually the right one.

Step 3. Add 135g of invites to send to your attendees.

Make sure your invites give a taster of what to expect – you want to make it enticing to your guests. Is it an event of fun and games – make your invite suggest so. Likewise, if it’s an informative event – give them something that will make them want to attend and get bums on seats.

Step 4. Choose what kind of filling (catering!) you want.

Three course meal or buffet?
Depending on your event, you can choose what kind of catering you want (if any!).
Think about the time of your event – will your attendees miss their dinner or lunch? If so, you may want to offer something to take the hunger pangs away – the last thing you want is people feeling hungry at your event as this will take their attention away from what you’re really trying to tell them.

Step 5. Decorating your cake (event).

What kind of entertainment will you have?
A few speakers, a cabaret act, a musician?
Make sure not to go overboard with the icing – having a range of entertainment can either be a great finale or a taste disaster.

Step 6. Finalise arrangements and budget.

Ccheck up on attendee numbers (dietry requirements – who can/can’t eat the cake)
The boring bits, like cleaning up the messy kitchen! (Get helpers, like they have in Great British Bake Off!)

Step 7. See event through. (Eat Cake)

Slice of Cake

Think this is fairly self explanatory.
Be prepared for things to go wrong on the night – there will always be something not quite right but if you can mask it with enough filling and are ready to act should anything happen, most likely no one will notice except you. Your event will look like it’s running smoothly on the outside, when in fact (to you) it’s a real mess!

Step 8. Was the event successful?

Take time to reflect on how the event went and whether there was anything that could have been done better.
Did the cake have the right amount of filling?
Did it lack in icing?
Ask attendees for feedback on your event so you can learn for next time

Step 9.

If a successful cake (event), do it again! 🙂

 

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Top Ten Tips When Booking A Venue

As part of our ongoing want to help you busy event planners, we thought we’d offer a quick run-down of tips for when booking a venue. We’ve split the list into a quick-fire list and a more detailed list. Use the tips as a tick-list or as a more detailed reminder. Whatever way you choose to use them, we’re sure they’ll come in useful!

However, if you’re still struggling once you’ve got through these tips and need some help – give us a call or contact us here and we’d be happy to step in and take all these things into consideration for you.

1. Location

2. Facilities

3. Cost

4. Response Time

5. First Impressions

6. Suitability

7. Accessability

8. Food & Drink

9. Accommodation

10. Quality of Customer Service! (Last but by no means least!)

 

 

Location

Setting is one of the most important things to consider when choosing a venue. It can determine accessibility, the facilities available for you and the suitability for your event. Things to consider –

  • Do you want a local venue or an international venue?
  • What type of location are you looking for? e.g. a countryside spot or an inner city area?
  • How far are your delegates travelling? Do you need access to public services/airports/railway/motorways, and if so how far away are they?

Facilities

Having the perfect facilities for your event can mean the difference between it running smooth and running wild.

  • Can the venue offer a room large enough to hold your delegates? Can guests travel around the space without trouble?
  • Are there suitable toilets nearby?
  • Can they accommodate disabled people?
  • Can caterers provide food and drink inside the venue, or is it in another room? If so, can guests easily access these areas?

Cost

Make a budget right at the beginning and stick to it. Provided you choose a good quality, experienced venue committed to making your event the best it can be then you’ll get far more from the experience –

  • Have you made a clear budget, and stuck to it?
  • Does the cost include everything you need for your event?
  • Are there any extra hidden costs?

Response Time

How fast or slow a venue responds to an email, or call can give a clear indication of what the service of the venue will be like on the day of your event. If they give clear instruction to wait at least 42 hours, and they have not responded within that time, it may be wise to have another search.

First Impressions

If possible, book a viewing at your chosen location. When you first view your chosen venue does it amaze you, or does it make you yawn?  If your first look is positive – great! If your first impression is a bit of a let-down, don’t give up – there will be other options! (it may be the inside inspires more than the outside – let’s face it, unless your event is outside, most of your attendees will only notice the inside.

  • Make a list of things you want to see in the venue. That way, you can thoroughly assess your venue in terms of your event’s needs. If at the end of the viewing you are still not satisfied, search again.

Suitability

You’ve viewed a few venues and have narrowed them down, but how does your venue suit your event?

  • Is the venue available on the date(s) you want? Are they flexible if change is necessary?
  • Does the venue fulfil your events purpose?

Accessability

Your venue is set in the beautiful English countryside, surrounded by thick forests and a large lake. But can you actually get there? And how are your guests getting there? How about disabled delegates?

  • If you need a venue which has good transport links for example a motorway or an airport then the countryside venue would be no good. If possible, make sure guests can access your venue easily and research into possible options and routes.

Food & Drink

Venues may provide catering or they may not. Whatever the outcome, discuss a few things –

  • What type of food/drink do they offer? Does it come under the price or is it an extra charge?
  • Ask for sample menus – maybe organise a tasting session. Make sure the menu offers both vegetarian and non-vegetarian options.

Accommodation

Choose somewhere that can cater for everyone, not just a few people. If you’re event needs overnight accommodation, find out the following –

  • How much are they charging per room / per night?
  • Do they have the space for all your guests? If not, ask for an alternative near by.
  • Ask to view a few rooms – what are your first impressions? Do they offer en-suites, coffee and tea and towels? Would you feel comfortable staying there yourself?

Quality of Customer Service

When you visit your chosen venue, what is the overall customer service like?
From the initial phone call, to the visit itself and how they deal with you and others around you, there will be a clear indication of how they will treat you and your event.

  • Are they attentive and have good product knowledge or are they somewhere else and give you little to no useful information?
  • Can they identify problems and sort things out quickly or do they time waste?
  • How do they approach you? What manner do they talk to you with? Are they interested in your event? How do they respond to your questions?

 

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A Visit to the Countryside

Today we visited a venue called Cottons, a 4 star hotel located in Knutsford, Cheshire, and part of the Shire Hotel group which have properties spread across the UK.

Cottons Hotel Bedroom

Cottons is a perfect example of why choosing a venue outside of the city centre can often be the correct decision. The hotel is located close enough to Manchester, Chester and Liverpool to make an ideal day out whilst also having its own local attractions and acres of beautiful countryside to enjoy.

The shire group work on a three year plan which involves renovating and improving aspects of their hotels every three years, the main conference suite at Cottons underwent a complete renovation a couple of years ago, part of the restaurant is due to be done this year and the bedrooms will follow. There are three types of bedrooms, executive room, suites and family and each comes with complimentary water, fresh tea and coffee as well as free Wi-Fi Internet access.

Cottons prides itself on these thoughtful little touches and that mentality can be seen throughout the hotel with friendly and helpful staff on hand to help be it in the restaurant, bar & lounge or the 24 hour reception and room service. The hotel also boasts a beautiful spa which offers a range of treatments for male and female visitors as well as complimentary access to the pool, full equipped gym and even any gym classes that should catch your eye.

The hotel is a perfect destination for business as well as pleasure with 16 meeting rooms varying in size, the largest of which holding up to 220 delegates, and each boasting state of the art conference equipment and a dedicated conference team.

So if you’re wanting to get away from all the hustle and bustle of the city and try something a little more peaceful or different, have a look at those venues on the outskirts – or better still, give us a call and we can do it for you!

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Here’s To 2013!

We thought we would create a little video to welcome you into the New Year (it is still January so we’re allowed 🙂 ). We hope you like!

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Our approach

From start to finish we will help you find the right solution for you and your event.

No matter what size your event is, we can take the pressure off you by sourcing, negotiating and making the arrangements, allowing you to spend your time on more important issues.

Get in touch!

Contact us
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Testimonials

 

"Thanks for all of your help - you really made the difference for me because of a) the time it saved me hunting around and negotiating rates, and b) getting such a good rate."

P.T, Gore Workwear