Archive for July, 2010

If you haven’t already seen it then grab your copy of Freemasonry Today and turn to page 49. Ignore the four good looking men in the photo and read a fabulous two page feature promoting a Lodge weekend away to celebrate the Ladies Night.

We met with Michael Baigent, editor of Freemasonry Today, and spent a pleasant morning discussing the benefits of holding your Masonic weekend in Bournemouth and using an agency such as Square Events to assist with your event either in Bournemouth or anywhere in the UK. We can be involved at any level you require from simply recommending suitable venues through to complete event management.

The feature highlights the extremely competitive prices Bournemouth can offer for weekend away. More importantly it poses the question ‘if you have not had experience in the organisation and negotiation involved, why not contact a professional event organiser?’ The article goes on to state that ‘What most Freemasons don’t realise is that to book the event through a professional event organiser will normally cost no extra’. This is absolutely true, At Square Events Management we only charge the hotel a commission we do not add on to their prices. This doesn’t mean the hotel raises it’s prices either. We are able to negotiate favourable rates due to the volume of business we place in the hotel and the administration work we take away from them.

This is a very exciting time for us. Our ethos has always been to provide an unrivalled service making the lives of President’s and Festival Secretaries simpler without any cost to the Lodge. The difficulty has always been getting that message out to the masses. With the recent feature in Freemasonry Today we are looking forward to providing an unrivalled service, charity list enhancing savings and lifelong memories for more and more Lodges. Relieving the President and Festival Secretary of all the stress involved in organising the event and freeing up their time for chasing guests!


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Estimating your numbers a year in advance of the event can be extremely difficult. In reality they probably won’t differ much from the year before but you have to remember that the numbers you are signing will be the MIMIMUM numbers the hotel is expecting. If you are short on these numbers the hotel will more than likely charge you for any unsold rooms and this could easily be into the thousands of pounds.

One of the benefits of using an agency such as Square Events Management is the added protection you get when it comes to contracting. If a Lodge specified 80 people as a minimum we would contract for 60 with a buffer for an additional 20 people on a two month, penalty free release. This way the Lodge has an escape clause if needed and the hotel has a realistic chance of selling any unwanted rooms if they are released back.

Please pay attention to the price breaks. Your disco maybe included if you get to 80 but what happens if you don’t? Will the hotel charge you for part or the entire disco if your numbers are under?

The reality is the President is signing for a number he has very little control over. Half the prospective guests he won’t even know. What happens if the Brother who brings a table of 20 can’t go? What happens if the weekend you’ve booked clashes with another event?

In closing I apologise for the doom and gloom feel to this blog but so many Lodges have been stung with charges and it doesn’t need to happen. My advice would be take the lowest possible number of people you expect to attend and then take another 25% off. If bookings do go crazy you can always add to your allocation.

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