Frequently asked questions

If you wish to have a question answered please contact us

Q1. How will Trinity assist me in finding the perfect venue both in the UK and worldwide?

Answer: Trinity will find and book venues for any sort of event, conference or meeting, wherever you want to hold it.

Here's our step-by-step guide to the Trinity venue finding process:

1. We will take a detailed brief by telephone or email, which will be confirmed back to you.
2. We will agree timelines and when you can expect to receive a comprehensive proposal. Then you can leave the searching to us.
3. The search starts immediately to match suitable venues to your requirements. We will check the availability and prices, to make sure what we offer is right for you.
4. You will be kept informed of our progress.
5. We will send you a proposal with a shortlist of venues that includes:
   • A description of the venue
   • Location
   • Website
   • Catering details
   • A photograph
   • The dates on hold and the status
   • Meeting room information
   • The prices, what's included and any savings we have negotiated for you
   • We'll also let you know which other venues we've researched that are not available.
6. We always recommend that you go on a site visit and we can arrange that for you too.
7. Once you've made a decision, we'll send a confirmation both to you and the venue.
8. The venue will draw up a contract for you to sign and then you'll liaise with the venue to finalise menus, timings etc.

It is our customer experience that is important to us and we want to make sure that you are happy. So, we will keep in touch before, during and after your event to make sure everything goes smoothly.

If we can make your experience with Trinity an enjoyable and productive one and you want to use our service again, then we count that as success!

Q2. Is the venue right for my pharmaceutical event?

There is a huge variety of venues available: hotels, conference centres, management training centres, etc. However the pharmaceutical meeting planner must ensure that the venue selected complies with the relevant regulatory guidelines. Clause 19.1 of the ABPI Code 2008 sets out the following basic principles:

• The venue must be appropriate and conducive to the main purpose of the meeting: lavish, extravagant or deluxe venues must not be used, companies must not sponsor or organise entertainment (such as sporting or leisure events) and companies should avoid using venues that are renowned for their entertainment facilities
• Hospitality must be strictly limited to the main purpose of the event and must be secondary to the purpose of the meeting i.e. subsistence only
• The level of subsistence offered must be appropriate and not out of proportion to the occasion
• The costs involved must not exceed that level which recipients would normally adopt when paying for themselves
• The meeting must not extend beyond members of the healthcare professions or appropriate administrative staff
• In addition you need to consider:
• If the venue meets the standard your attendees would expect?
• Do you need accommodation, if so, onsite or nearby?
• Do you need outside space for team-building or training activities?
• Remember: as applies to any meeting, it should be the programme that attracts delegates and not the associated hospitality or venue.