Meet Cambridge offers a free venue-finding service and unlimited advice but for more specialist guidance we would always recommend that you use a professional conference organiser (PCO).

We're delighted to be working with local PCO and member of the Association of British Professional Conference Organisers, Suzy Howes and associates ltd., to offer a range of packages at set prices along side a range of flexible options and a full event management service. All staff at Suzy Howes & associates ltd, are professionals with experience in planning, co ordinating and delivering conferences, symposia and other events; as locals, they are also Cambridge experts who know the city, its venues and the surrounding areas very well.

It might be useful to have a think about the services you might need in advance. To help you with your planning we've put together a useful list of services typically offered by professional conference organisers.

Pre Event Registration Package

£13 + VAT per registration*

All of the main pre-event registration requirements are covered with this inclusive package. You'll receive a link to a dedicated online platform, branded for your event which you can display on your event web site.

The system can be set up to provide as many registration levels as you need: early bird, student rates, members' rates etc. as well as options for meals. Delegates can pay using a debit/credit card or by bank transfer if you prefer and payments are placed into a dedicated client account from which you can draw funds quickly and easily.

Delegates can also request letters of support for visa applications via the platform.

In addition, Suzy Howes & associates ltd will:

  • Collect and collate special dietary or access requests.
  • Issue delegates with an automatic receipt as the booking is completed.
  • Issue delegates with a confirmation email and directions two weeks before the start of the conference.
  • Use a dedicated email address for receiving and answering queries and issuing information.
  • Provide access to current, detailed, registration reports to you or nominated staff

Additional features include integration with an event app, an option for delegates to book sessions in advance and booking facilities for optional social programme activities and accompanying persons' programmes. The fee for additional features will depend on the complexity of the programme and the number of delegates attending your event.

Terms and conditions for cancellations of registrations and refunds will be agreed with you in advance and will be clearly stated on the booking page.

*10% discount on this rate for University of Cambridge staff organising an event. Please note that card fees / bank transfer charges will be in addition. Each individual transaction by debit/credit card, including refunds, attracts a 5% fee from SHA’s merchant bank. This will be deducted from the registration fee as each booking is made. Bank transfer charges vary. These charges will be deducted from the final remittance to the client. In the event of cancellation by either the delegate or the organiser, the client will be responsible for all bank charges.

Make an enquiry

Delegate Room Booking Package

£4 + VAT per room booking (available as an add on to the Pre-Event Registration Package only)

Add in an option for delegates to book and pay for their own accommodation when using University of Cambridge College facilities. In addition to the services offered in the pre-event registration package, the system can be configured to give as many room options as you wish, including room descriptions and venue information.

In addition, Suzy Howes & associates ltd. will:

  • Provide a dedicated email address for receiving and answering queries and issuing information.
  • Produce room allocation lists for each college.
  • Two weeks prior to the conference, issue confirmation notices to each delegate confirming their college room bookings, check in and check out timings and procedures, WiFi access arrangements and links to a map showing college and venue locations.
  • Two weeks prior to the conference, Suzy Howes & associates ltd will give you information on who is booked where and will keep this updated until day one of the conference

Registration packages to include the offer of local hotels for overnight accommodation can be negotiated.

Make an enquiry

Full Delegate Management Package

Price on application.

Suzy Howes & associates ltd also offers a full Delegate Management Service as an add on service to its Pre-Event Registration Service. Experienced staff will attend your event, set up, staff and manage an on site delegate registration desk on the first day of your event or throughout.

In addition, Suzy Howes & associates ltd will:

  • Prepare clip and pin or lanyard badges and print last minute badges on site. Badges can be printed with client’s or sponsor’s logos. The cost of badge materials and printing will be charged separately
  • Present badges in professional badge caddies
  • Equip the registration desk with tourist information about Cambridge and the surrounding area
  • Greet delegates and hand out badges and delegate materials
  • Take on-the-day payments by cash or debit/card*
  • Assist delegates with queries throughout the day
  • Take last-minute bookings for social programmes and accompanying persons’ programmes.

*Please note that card fees / bank transfer charges will be in addition. Each individual transaction by debit/credit card, including refunds, attracts a 5% fee from SHA’s merchant bank. This will be deducted from the registration fee as each booking is made. Bank transfer charges vary. These charges will be deducted from the final remittance to the client. In the event of cancellation by either the delegate or the organiser, the client will be responsible for all additional bank charges resulting from the cancellation.

Make an enquiry

Additional Event Services

In addition to delegate and registration management, Suzy Howes & associates ltd also offer a full suite of flexible event management services including project management, third party supplier and venue sourcing and management, abstract handling, programme compilation, delegate materials, exhibitors, and sponsor benefits delivery: everything required to deliver the whole event.

Make an enquiry

You can find details of other professional conference organisers working in Cambridge and the surrounding areas in our event support services directory