Your Hire Space 360 Products & Services

2. Emailing or calling your Relationship Manager

You should see your Relationship Manager’s contact details in the bottom left of your portal and also below.

If you are struggling to access the portal, or reach your Relationship Manager, you can email 360@hirespace.com. This is a group email and will get picked up by the team.

3. Using the hirespace.com website

If you are on the hirespace.com website, you can also submit a brief through there. Make sure to use your work email when filling out the contact details so that the system sends this to your Relationship Manager.

Expected Timelines

Using our bespoke venue sourcing technology, your Relationship Manager can very quickly search through, filter and send your enquiry to 100’s of venues with just a couple of clicks.

This is a huge benefit of using Hire Space 360 as the time & cost savings for you on searching and enquiring are significant.

As you’d expect, we have strong working relationships, and the right contacts at thousands of venues globally, so we tend to receive replies from venues & suppliers quicker too.

There are also c. 3,000 venues globally which Hire Space has integrated with to be able to book instantly. This will be initially released to Hire Space 360, most likely in Q3 2022.

We will always consult you to optimise the best time to present venue options back to you. The longer the time available, the more suitable venues we can include.

Bringing this all together, we commit to the following timelines for all venue sourcing enquiries:

Our Process

Over the past 10 years, Hire Space has done over 200,000 venue searches! We have built bespoke technology to make this process as efficient, quick and easy as possible for our team, our venues & suppliers and, most importantly, our customers.

Relationship Managers will initially like to speak through enquiries with you over the phone, just to make sure we’re all on the same page, and that we have a great idea of what you’re looking for. As time goes on, and we’ve booked a few of your events, this tends to become less necessary and most of this can be done by email or your preferred type of communication. As ever, we will always be flexible and work however you’d like to!

When you send a brief to us, your Relationship Manager will:

1. Acknowledge receipt of your enquiry, call back to clarify any details and ask further questions (unless instructed otherwise). They will then add this information to your brief in our system and immediately start work.
2. Use our AI-driven search to match your brief with relevant venues and suppliers from our portfolio of thousands. They will also consult with colleagues - Hire Space is not just the technology, it’s a team of very experienced events people who between them have booked thousands of events.
3. They will then send your enquiry in full to a long list of venues using our event booking technology.
4. As venues & suppliers respond to the enquiry, your Relationship Manager will add these costings, quotes and information into your digitised proposal. This means you’ll be able to see everything all in one place, quickly compare costs and quotes and also request to set up site visits or request contracts at the click of a button.
5. When your options are gathered and the proposal is ready to go, your Relationship Manager will send this to your portal and notify you via email. They will also book a time to speak to you via a video call to discuss the options and take feedback (unless instructed otherwise).
6. You can then choose to hold venues, arrange viewings and request contracts either via the buttons in your digital proposal or via email/phone with your Relationship Manager. Venues will not be held unless you request this.
7. Once you have requested a contract, your account manager will generate a simple contract to book your venue. Because you have already covered important legal terms in our Master Services Agreement, this contract will be simplified. It will also consolidate all venues & suppliers involved in your event into a single contract.
8. When you sign the contract, we will generate invoices for the event and forward these to you and your finance team. You will only need to pay Hire Space according to the simplified payment schedule, including all FX. You will not need to onboard or pay any other suppliers directly.

Proposals

Hire Space digital venue & supplier proposals drastically simplify the time taken to review venue proposals by putting everything in an easy-to-compare online format.

Proposal links can be shared with colleagues, and other stakeholders, who do not have a Hire Space 360 account via link.

In the proposal you can:

• see detailed information about each supplier or venue
• review their full response to your brief
• compare their responses like for like in a comparison table
• request holds on venues
• book viewings
• request to contracts

Contracts

Hire Space 360 Event Contracts greatly reduce the time taken to book events, as well as reducing the load on your legal team.

When you signed up to Hire Space 360, terms were agreed centrally which covered all events booked through Hire Space. This means that this work does not have to be repeated with every event booking.

When you request a contract you will receive a simplified contract which highlights:

1. Event Deliverables
2. Costings
3. Supplier Contact Details
4. Payment Schedule
5. Cancellation Terms

This Event Contract may details for a single venue, or a larger number of venues & suppliers for a single event. This can significantly reduce the number of contracts that need to be processed.

Payments

Hire Space 360 payments reduce the number of new suppliers that your finance team needs to onboard and process payments to.

When you sign a Hire Space Event Contract, you will promptly receive a set of invoices that match the payment schedule agreed in your contract. Our finance team will then liaise directly with your finance team to make sure that you have all the information required to meed that agreed payment schedule.

You can pay these invoices either via BACS or card payment. We do not accept cheques. There is a 3% FX surcharge for all payments not in GBP.

Advance Payments

Sometimes, there may be situations where your company is unable to meet an agreed payment schedule. This might be because a larger event is organised at short notice such that payments cannot be processed before the event is held.

In these situations, Hire Space will notify you that we plan to process an Advance Payment so that the payment schedule can be met and the event can proceed as contracted. These Advance Payments can be made for sums of up to £100,000 and incur a charge of 1.9% for up to 60 days.

Virtual Event Platform

Arena is a virtual and hybrid event platform. It helps event organisers to effortlessly showcase their livestreams to a virtual audience.

Arena is a virtual and hybrid event platform. It helps event organisers to effortlessly showcase their livestreams to a virtual audience.

Infinitely Scalable Our technology has been robustly tested and can effortlessly scale past 100,000 attendees with a blazing fast experience for everyone. No nasty surprises on your big day.

Reassuringly Secure User authentication is ISO27001/27018 certified by a third party and has completed a full third-party SOC 2 Type II audit. Your customer data is safe with us.

Simply Beautiful Arena is designed by event organisers, for event organisers. You can set up a beautiful branded event in minutes so that you can focus on everything else.

Friendly and Flexible As Arena is built by event organisers, we understand no one wants an expensive annual contract. Events with Arena are affordable and commitment-free.

Registration

The Arena platform comes complete with a stand-along registration platform which is perfect for in-person, hybrid and virtual events. You do not need to use the Arena virtual event platform to use the registration features.

Arena registration comes complete with the following features:

• Custom Registration Fields
  Create custom questions for your attendees to answer in the part of the registration process. These can include text, multiple choice, yes/no, time/date and number fields.
• Custom Ticket Types
  Create different ticket types for different people, should you want. These can be conditionally shown depending on answers given to the custom questions.
• Session Registration
  Attendees can register for different sessions at your event, should you wish. You can make the sessions they can register for conditional on their ticket type or custom questions.
• Attendee Calendar Integrationm
  Once attendees have registered, they can click to add the event to their calendar. Alternatively, you can send everyone a calendar invite with the event details attached.
• Brand Customisation
  Your registration experience comes complete with custom logos, banner images, fonts and colours so it feels like an extension of your own brand.
• Custom Landing Page
  Each registration comes complete with a beautiful customisable landing page which displays all the information that attendees need to see before registering.

Costs

Arena has simple transparent pricing based on the number of Attendee Days you consume. We charge 1 Attendee Credit for each attendee that attends your event each day.

For example, if you invite 50 people to your event but only 40 people turn up, we will only charge you for 40 Attendee Credits.

Alternatively, if you host an event across 3 days where 100 people attend the event each day, then we will charge you 300 Attendee Credits.

Our pricing is simple:

• £4 for pre-paid Attendee Credits
• £5 for attendee credits after the event

Discounts are available for larger events which can bring the per-Attendee Credit price down to £2 per attendee.

You may also wish to engage our experienced Virtual Event Delivery and Support team for your virtual events. You can find out more about our On-Demand Event teams here.

Knowledgebase

Hire Space maintains a comprehensive knowledgebase for all questions related to Arena, both for virtual events and for registration.

To search for helpful articles just follow the link below.

Support

Support is available during UK working hours within the Arena platform.

Support can also be accessed at arena-support@hirespace.com or book a meeting below with your Relationship Manager.

On-Demand Event Professionals

What we do

With over a decade as the number one venue marketplace in the UK, our team has worked on all kinds of successful events. We bring strong knowledge and industry connections to the table, including:

Industry expertise
Our team are experts in event delivery, with hundreds of hours of experience in managing all kinds of events

Supplier sourcing and management
Our long-standing relationships with suppliers mean we’ll get you the best deals in the shortest time

Full support on event tech
Our team’s knowledge of event tech means you’ll have expert support across hybrid events and AV solutions

Example Packages

Our flexible packages cover everything from light-touch event support to full event management. See some examples of popular packages below or get in touch to discuss all of our options.

Event Support Package - From £2,000 + VAT
A lighter touch option for planners looking for an expert to slot in with the delivery, without taking over the organisation of the event.

Half or Full-Day Conference - From £3,000 + VAT
Ideal for organisers with sessions to oversee on the day, these packages take the bulk of the pre-event and on-site logistics off your hands, so you can focus on the content.

Awards Ceremony - From £7,500 + VAT
Designed to help you deliver a winning event, this package includes sourcing of suppliers, hosts, and awards, as well as on-site management.

Graduation Ceremony - From £7,500 + VAT
Our graduation package takes care of everything from gown sourcing and management to diploma sourcing and stage design, so you can focus on the content.

Bespoke Packages - From £500 + VAT
We offer a wide range of event support services to fit in around your needs. We provide a bespoke service for all event types, and can put together custom packages to cater for your specific requirements.

Day Rates

Our Event Support team are available on an hourly basis if you’re in need of consultancy or ad-hoc support on your event. Our range of roles means we can provide support across all levels of seniority to fit in with your needs.

To get a quote for us to support your event, please contact your Relationship Manager.