Conferences • Meetings • Events

Venues, hospitality and accommodation to meet your needs

HotelSmart offers full behind-the-scenes venue finding and event booking management.

Whether you are organising an exhibition, conference or meeting, a training course, award ceremony or corporate, sports or social function … we will secure the perfect venue for the best possible price.

We fully appreciate how the right environment plays a vital part in hosting a really successful event!

A bespoke package to meet your needs

We know that a client’s needs can change on a daily basis, so we can put together a flexible package for you whatever the event and location – be it interview or meeting rooms, training or conference facilities, exhibition spaces or party venues.

Business relationships are often conducted remotely these days, and hospitality or promotional events can bring your workforce or client base together. Working alongside our venue and accommodation partners we can assist with sports events, roadshows, exhibitions and product launches.

Our experienced team can also take the stress out of organising events such as awards nights, fundraising galas, corporate away days and family fundays. Annual celebrations such as Christmas party nights are a breeze with HotelSmart – from traditional to tribute, join a party or private party, we can find the perfect venue for your company’s Christmas festivities at a price to suit your budget. 

Having secured the perfect venue, we can also, of course, arrange hotel and other accommodation for the organising team, delegates and guests.

All rate and facility negotiations are handled by HotelSmart, and we can often secure complementary added value incentives for our clients, such as priority check-in, upgraded rooms, inclusive drinks or other hospitality, private dining arrangements, etc. 

Once a venue has been agreed and confirmed we will administer contracts on your behalf and as part of the negotiation process will ensure that you are receiving the very best terms, minimising any additional costs or unnecessary charges and supporting you throughout the process.

We do for you


Venue finding 

TV and Film location sourcing


Online booking & payment for delegates


Event liaison & management

Accommodation arrangements


Equipment & facilities

Payment arrangements

Fantastic Level of Service

"HotelSmart have provided exactly what we require at a price and service that suits our clients and our business model. As a company with over 130 field staff, our demand for a robust and user friendly supplier for accommodation bookings for our nationwide network of employees was seen as a real challenge. HotelSmart ticked every box."

Telecommunications service provider, Chippenham

Professional & Friendly

“The service is professional and the input that HotelSmart has had on the overall field service to our customers has improved. The well-being of our engineers is at the forefront of our business; HotelSmart has increased the standard and eradicated totally the day-to-day stress of locating and booking quality accommodation."

Telecommunications & Data Technology company, Glasgow

Easy to deal with

“It has been a pleasure working with you and your clients over the past few years, and I hope that your business continues to grow … you really have been one of the nicest and easiest travel companies I have ever worked with."

Lance at the Statham Lodge Hotel, Cheshire

Saved us hours each week

“We find your staff very friendly and always happy to help. Any queries (not that there are many) are dealt with swiftly. We are very happy that we came across your website and would recommend you to anyone looking for this kind of service. HotelSmart has saved us hours each week looking for hotels for our engineers"

Maintenance Engineering company, Bury

Helpful & Efficient

“HotelSmart provide an excellent service and regularly support us with finding and booking accommodation. They are always helpful and efficient and work hard to get us the best possible deal.  I would highly recommend them!”

A University

Perfect Location

“Thank you so much for finding such an excellent hotel for us and at such an amazing price too. Everyone was very pleased with their rooms and the staff was so nice and accommodating. The location was just perfect and set in lovely countryside all around.”

Group travel client

I have used them for 10 years

“I suggest you work with HotelSmart to source a venue for you.

 I have worked with them for over ten years ... if you brief them with what you need, budget etc they will help you. It's a free service and I could not do my job without them!”

A happy client

Hard Work & Patience

“Thank you for all your hard work and patience on this venue search and getting the discount ... We are so pleased with you - we would have had to cancel if you couldn't arrange this.”

Another happy client

I am Greatly Impressed

“I am an experienced Government traveller having had variable responses with larger Hotel Booking Agencies. I called the contact number provided with similar expectations - instead I was met with courtesy, professionalism and quick responses. I am greatly impressed. Kim's support & assistance is complemented well by the excellent in-service team who deliver quietly and efficiently


“Jo, you are an absolute lifesaver!!

 Thank-you so much, you and your colleagues really do know and demonstrate the meaning of brilliant service. Very grateful indeed...”