Large Event Administration
One Point of Contact
One point of contact from start to finish, some joined-up thinking and identical contracts.*
We regularly receive enquiries for events that are too big to be hosted by a single venue, or that would benefit from being hosted over 2 or more venues.
Use the City as Your Venue
Cambridge is a beautifully compact city – you can walk from one end of town to the far side in less than 30 minutes, although it would take you a few days to discover all the medieval streets, bridges and secret places. As a result, most of our venues are very closely sited, which makes it as practical as and much more interesting than any convention centre. Delegates actually get to see and experience our celebrated City and don’t get that bland feeling that they could be anywhere in the world.
Conference delegates can benefit from a modern comfortable seat in an air-conditioned theatre, with state-of-the-art AV and adjacent break-out facilities and dine in a 17th century candlelit College hall without electricity – something quite unique to Cambridge!
For events with large numbers of residential delegates, it may be possible to use 2, 3 or 4 Colleges for accommodation; to combine College accommodation with hotel rooms for guests who prefer a 4* experience or we can use several theatres with av links, or run parallel sessions with links. The possibilities end only with your imagination.
We want to make Cambridge as accessible as possible and we therefore offer a service which streamlines the complexities of approaching, familiarising and contracting with multiple venues.
*A number of our venues work to an identical contracts for large events requiring the use of two or more venues, however, due to the diversity of our portfolio, at times this may not be possible.
What Happens Next?
Your event requirements will be circulated to venues with facilities that match your request, saving you the time of contacting each independently. Venues with availability will send details of their offer through to Meet Cambridge and we will build a proposal for your event and send it to you for your consideration.
The venues in our portfolio include all of the undergraduate Colleges, some of the postgraduate and theological Colleges, University buildings, the Cambridge University Press, Madingley Hall, The Møller Centre, as well as hotels and other unique venues in and around the city.
We’ll get in touch after a few days 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.
Choosing a Venue and Making a Booking
Once you’ve chosen a venue, we strongly recommend that you visit it before your event and that you make a provisional booking and we'd be delighted to organise site inspections for you and any other decision makers. 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.