Latest / Event Industry News Podcast / Putting Delegates First: How Venues Lead the Way on Welfare
Transcript
- 0:00Hello, everybody.
- 0:08Welcome along to the Event Industry News podcast with me, James Dixon, wishing you all a very
- 0:13good morning, afternoon, or evening, whenever or wherever you tune into today's podcast
- 0:17from.
- 0:18They have let me out of the proverbial asylum that I usually record the podcast in.
- 0:24The viewers will be used to seeing me on a screen, sat at my upright piano in the living
- 0:31room at home in South Yorkshire, and we're back out on the road.
- 0:36We're at Confex and the event production show 2026 down at Excel.
- 0:41We are in an evolution dome, inflatable meeting structure.
- 0:46There is a lot of background noise.
- 0:48There is a little bit of background noise because obviously we're surrounded by other
- 0:51exhibitors at a trade show, but first things first on today's podcast, thank you to the
- 0:56team at Evolution Dome for letting us do this.
- 0:59We're right in the middle of their exhibition stand, and they basically closed off this
- 1:03brand new meeting pod that they're here to showcase so that we can do these podcasts
- 1:07today.
- 1:08So yeah, big thanks to Ash and all the team at Evo Dome for letting us do this and go
- 1:12check those guys out.
- 1:14So on with today's episode.
- 1:15My guest today is Katie Whitby.
- 1:17Katie is the head of sales for the Venues Collection.
- 1:20And first of all, Katie, welcome along.
- 1:22Thank you very much, James.
- 1:23Thanks for joining us today.
- 1:24And we're going to be talking about delegate welfare, which is sort of the loose topic
- 1:29of conversation for our chat today, because there's a few things that you guys have been
- 1:34doing.
- 1:35I don't know whether we call them initiatives or just new practices that you're instigating.
- 1:41Let's start by giving people some context, I suppose, of the Venue Collection, if that's
- 1:46all right.
- 1:47Yeah, sure.
- 1:48So the Venues Collection is a group of five venues, three hotels and two training centers,
- 1:53large training centers.
- 1:55And yeah, so we make up a group of five in the UK, really Midlands locations of venues.
- 2:01And we're here today to talk about delegate well-being, because there is quite a big misconception
- 2:06in the industry around what delegate wellness is about and their well-being.
- 2:10So I think that's kind of what I'm going to talk about a bit.
- 2:12Yeah, and I suppose when people hear that phrase initially, delegate well-being, delegate
- 2:17welfare, they think, well, what does that mean?
- 2:19But I guess, could you maybe just elaborate a little bit on the content, give us some
- 2:23context on the type of venues that you're actually operating?
- 2:27Are they hotels?
- 2:28Are they standalone conference venues?
- 2:30Our venues?
- 2:31Absolutely.
- 2:32So three of our venues are four-star, sort of the equivalent of four-star hotels, all
- 2:36with around 120 to 150 bedrooms, all have meeting space as well, and leisure facilities
- 2:42and outdoor space as well.
- 2:44And then we've got two training centers, which are Yarnfield Park and Kent's Hill Park.
- 2:49And they're really big training centers, 300 bedrooms, but 70-odd meeting spaces.
- 2:55So really, a real mixture of training and development programs, but also large conferences
- 3:02and large events.
- 3:03And when we say sort of training centers, what we mean is, again, for anybody who might
- 3:06be unfamiliar, is for sort of maybe big corporate companies who are looking to take all their
- 3:10staff on a week's sort of retreat training and development, CPD, so they can do it in
- 3:16a residential setting effectively.
- 3:17Absolutely.
- 3:18And it doesn't necessarily need to be a corporate business.
- 3:19It can be an association.
- 3:21We do do quite a lot of associations as well.
- 3:23So membership-based organizations.
- 3:26So the companies do have to sort of give back quite a lot, because obviously, and they need
- 3:29to see the benefit of those events when they're coming on site.
- 3:33Absolutely.
- 3:34When we talk about delegate welfare, I suppose there are different levels of delegate, depending
- 3:41on which sort of end of the industry that you're working in.
- 3:44You could be at the sort of the absolute top-end blue-chip companies, global events with multi-million
- 3:49pound budgets and senior execs flying in on private jets.
- 3:52You could be talking about a small middle management conference for 50 people at a hotel
- 3:57just off the M1.
- 3:58Absolutely.
- 3:59It shouldn't change, should it?
- 4:00No, not at all.
- 4:02And I think that's a really good point, actually, because when you are talking about different
- 4:05levels of people, and when you say different levels, you are talking about different characters
- 4:11attending these events.
- 4:12And whilst there are certain nuances that you need to make sure they're looked after,
- 4:17ultimately, it's about human decency.
- 4:19And it's about looking after the delegates and how they feel coming to an event.
- 4:24Are we talking about the subject of delegate welfare because things haven't changed significantly
- 4:30enough in the last 10 years?
- 4:31I think my worry and what I still feel is it's not just a fruit bowl and a yoga session.
- 4:37There really is so much more to delegate well-being from pre-event, looking at things pre-event
- 4:45to on the day when you're there at the event to after the event.
- 4:49And I do just feel like we are as a company, but I think there's a lot more you can actually
- 4:56do as organizers to support your delegates in coming to those events.
- 5:02For example, today, there's quite a few ladies that have come up to me and said, gosh, this
- 5:07is so overwhelming coming to one of these big events.
- 5:10So I've literally just said, can you just stop for a second, just have a minute?
- 5:13There's absolutely no rush.
- 5:14We don't even need to talk about business.
- 5:15Just sit down calmly and have a minute and recollect your thoughts.
- 5:18Because actually coming into an environment like where we are at Convex and the PA show,
- 5:23it can be really overwhelming.
- 5:25There's noise everywhere and you know people are looking at your badge and thinking, oh,
- 5:29can I talk to you, a potential buyer?
- 5:30And I think it's really understanding from their perspective how they're feeling.
- 5:34And it's about feeling over anything else.
- 5:37And of course, when we look at a delegate in any shape, form, size of event, regardless
- 5:44of the nature of the event that they're attending, they've stepped away from their normal day-to-day
- 5:49sort of work responsibilities or work routine in order to go to an event.
- 5:55And so that is not just an opportunity for them to learn about their business, but it's
- 5:58an opportunity to literally take a step back from their day-to-day practices.
- 6:02And you've got an opportunity there to not so much educate, but to maybe give them a
- 6:06little bit of a break as well.
- 6:07Absolutely.
- 6:08And I think that's really important.
- 6:09And I think one of the key elements of organizing an event is giving your delegates time to
- 6:15think.
- 6:16And I think that's really important.
- 6:18And I think sometimes we end up doing, we see some agendas that are 12-hour long agendas,
- 6:24because we're taking them out of the office and we've got to see value for money and ROI.
- 6:28And actually, what they do, they do, you know, it's like, how much ROI, what are we going
- 6:33to get out of these delegates?
- 6:34But actually, is it, going back to the very beginning, what is the content of the event
- 6:39you're organizing?
- 6:40Because actually, if you're organizing an event just to communicate information, why?
- 6:44Actually, you can just do that over Teams.
- 6:46Actually bringing them to an event is about engaging.
- 6:49It's about bringing the focus back to them and, you know, and bringing collaboration
- 6:54and teamwork together, not just literally bang, bang, bang, bang, bang.
- 6:58This is your information.
- 6:59This is what you're going to take away with you.
- 7:00And this is how we're going to get ROI on this event.
- 7:02It's actually, you know, spending time with them, talking to them.
- 7:05It's the ad hoc conversations over coffee or on a wellness walk that, you know, we do
- 7:09at the Venues Collection.
- 7:10We do, you know, we encourage you to go out at lunchtime and go and have a walk because
- 7:15actually those conversations that are done, those ad hoc conversations, are a little bit
- 7:19like the ones that are done at, you know, over a photocopier.
- 7:22But because we're all working from home now, it doesn't happen as much.
- 7:26You're the Venues Collection.
- 7:27We are.
- 7:28You are the venue.
- 7:29Why aren't the clients who are delivering the events in your venues leading this sort
- 7:33of conversation?
- 7:34Why aren't, sorry.
- 7:35Why aren't they?
- 7:36Why aren't they?
- 7:37I think if I'm honest, it's expectation, pressure.
- 7:42I think there's the pressure of when, you know, budget restraints.
- 7:45So, you know, you've got a certain budget that you've got to adhere to and actually
- 7:48we've got this money.
- 7:49We want to do, we want to do a meetup, but we need to really make sure that we've got
- 7:53everything covered.
- 7:54And, you know, you can, you can have everything covered.
- 7:57I mean, just trying to think, people that do, we do have a lot of learning and development
- 8:03companies that come and, but a lot of our customers that come use our venues for the
- 8:09outdoor space.
- 8:10So actually we're probably seeing more people using our outdoor space than ever before.
- 8:16Yeah.
- 8:17And I mean, sort of prodding you in a way with a proverbial stick, it is loaded in some
- 8:24respects because it's great to see a venue actually leading this type of conversation
- 8:29because historically a lot of venues, once, you know, they're there to deal with the
- 8:33booking, to provide the space that you need, to provide the catering that you need and
- 8:37the organisation and the welfare of the actual delegates who are attending remains the responsibility
- 8:43of the event organiser.
- 8:44So actually, if you forgive me for sort of poking you a little bit, it's good to see
- 8:47the venues actually trying to support the organisers.
- 8:49And I think it's a responsibility of everybody.
- 8:51I think delegate wellbeing is the responsibility of everybody.
- 8:54Everybody sees it as a HR responsibility and actually it's not, it is everybody's responsibility
- 8:59to look after those, to look after them.
- 9:01So from the team organiser, from perhaps an agency who has booked their business travel
- 9:07so that they know when they get there that they're safe and they've organised that for them.
- 9:10So it's a responsibility for everybody.
- 9:14And we do take that very seriously.
- 9:15For example, you know, making sure you've got quiet spaces for delegates to relax, you know,
- 9:21and they can actually come out of the meeting room and there is a quiet space or perhaps
- 9:24there's a prayer room or perhaps, you know, all these other things that you can add from
- 9:29a venue's perspective or you can suggest to customers and to say, perhaps have you thought
- 9:35about, you know, the inclusive part of your event?
- 9:38Because actually it's not just about a ramp and being able to get wheelchairs, wheelchair
- 9:42access, which I think in so many ways, that's all people see.
- 9:46And actually it's educating them and we need to educate more about inclusion and about
- 9:51neurodiversity and thinking about the content of their events.
- 9:55For example, sensory overload, captioning, gender neutral toilets, all this sort of thing.
- 10:01It's, oh, the list is endless.
- 10:03And it's all doable.
- 10:04But I had a request for a small event last year from a delegate who wanted to register,
- 10:10but who was hard of hearing and wanted to know, could they come along and could it be
- 10:15accessible?
- 10:16Now, 10 years ago, that would have been really difficult for the size of event that it was.
- 10:20It was what I would call a provincial event.
- 10:22It was your classic hotel function suite set up in the morning, 80 or 90 delegates coming
- 10:28from a particular industry for the day, finishing up around three o'clock in the afternoon,
- 10:33a separate room with a few tabletop exhibitors.
- 10:35So I would say it's almost sort of textbook, small size, one day conference of which there
- 10:41are probably a thousand of those taking place on any given day around the UK.
- 10:45Ten years ago, that technology would have been available.
- 10:48I could now, I was able to hop on a laptop, set up a session on a tech platform, connect
- 10:55that via a QR code to an iPad, give that iPad to the delegates so they could sit there and
- 11:01follow real-time closed captioning, as well as set up a little monitor, just using an
- 11:05old PC monitor on a stand next to the lectern so that if they wanted to actually look up
- 11:11and look at the person speaking, they had a monitor immediately next to them to see
- 11:15the caption.
- 11:16And it was all done with a couple of devices that are in my backpack anyway and an internet
- 11:20connection.
- 11:21That is so good, isn't it?
- 11:23It's great.
- 11:24It's just so much better.
- 11:25It is good.
- 11:26I suppose the point I'm making is that it shouldn't need to feel like it's a burden
- 11:31anymore because not just that as an example, I'm using that as an example, but with anything
- 11:35that includes people, it's so much easier to do nowadays than it was ten years ago.
- 11:40Absolutely.
- 11:41And technology has come on so much.
- 11:42So it really does, it really does take us, it just, it isn't, you can keep it simple,
- 11:47it's not difficult.
- 11:48And what you want people to, what you want delegates to feel is that it's not uncomfortable
- 11:52to ask for those things or it's not, you don't feel different to everybody else because
- 11:56you've got that technology, for example.
- 11:58You just want to feel the same as everybody else.
- 12:01And actually the fact that you can do that so quickly with technology just is fantastic,
- 12:05isn't it?
- 12:06It's absolutely fantastic.
- 12:07And actually, you know, I'm not going to say who it was, but their first instinct was actually
- 12:12to say to the person, oh, we can't afford that.
- 12:16And I said, whoa, whoa, whoa, whoa, whoa, do not go back to them and say that you can't
- 12:20afford that.
- 12:21I said, would you say to somebody who is, you know, who is a wheelchair user, would
- 12:26you say you can't afford a ram?
- 12:28That's awful.
- 12:29I said, because it's no different at all.
- 12:30If somebody with a recognised disability who's wanting to engage with your event, you need
- 12:36to be doing everything you can to facilitate that.
- 12:39Totally.
- 12:40And you don't necessarily have to go to the nth degree of maybe having, you know, BSL
- 12:44translation and stuff like that.
- 12:45No, not at all.
- 12:47Something that allows them to participate is absolutely acceptable and crucial.
- 12:52And that's the thing.
- 12:53It maybe doesn't have to be as sophisticated or as expensive as you think.
- 12:58But again, when we look at dietary, for example, it doesn't have to be complicated, does it
- 13:03or expensive?
- 13:04Absolutely.
- 13:05And I think with, you know, but you do have to take dietary requirements seriously.
- 13:11You know, allergens are life threatening.
- 13:13They, you know, we have life threatening, you know, allergens.
- 13:16We have medical diets, so many more medical diets, you know, with all due respect, there's
- 13:20a lot of people on the jabs these days that don't eat as much or that have had gastric
- 13:24bands or all these different things where it's a medical diet and they can carry cards
- 13:29around with them.
- 13:30Very true.
- 13:31Very true.
- 13:32Yeah.
- 13:33I mean, we've just launched, actually, we've just launched allergen kits.
- 13:37We're in partnership with Kit because two and a half million people in the UK are living
- 13:42with a diagnosed allergy.
- 13:44And half of these people don't actually carry the injections with them to support them.
- 13:49So in every one of our five venues, we now have an allergen kit stored behind reception.
- 13:55And actually, if we do have a crisis while a delegate is on site, we are able to offer
- 14:00that allergen kit to them.
- 14:02I didn't know these things even existed, I'll be honest, until I read some of the notes
- 14:08and stuff that before we were meeting today, because we hear stories about defibrillators,
- 14:13for example.
- 14:14Sure.
- 14:15You know, and there's been loads of sort of campaigns.
- 14:18You'll see sort of local pubs or village shops campaigning for defibrillators and raising
- 14:22money because they're so important now and we know that they save lives.
- 14:27Allergen kits, I didn't know was a thing that really existed at all.
- 14:30But when you hear it, you think, well, of course, that just seems obvious.
- 14:34It just seems, it just makes sense.
- 14:35And you know, as part of Levy, who we are obviously part of a large organisation, they
- 14:40just, we take it so seriously and you just, you can't take a risk.
- 14:44And that's why it's so important to label the food.
- 14:47You know, even just a tiny microscopic bit of mayonnaise can send you into an anaphylactic
- 14:52shock, you know, and you just can't take that risk.
- 14:55It's so important.
- 14:56So it really reinforces our responsibility to our guests to look after them.
- 15:01Yeah.
- 15:02And when I mentioned the sort of subject of, you know, the dietary or, you know, delegate
- 15:06buffets don't have to be complicated.
- 15:07I was really looking at actually suggesting that the choices, you know, the people who
- 15:11are, you know, meat free, vegan, dairy free, whatever.
- 15:16And it used to be that they get given, you know, oh, there's your end down there.
- 15:19Yeah.
- 15:20You're down that end of the buffet.
- 15:22That's your little, that's your little piece.
- 15:25It's so much better to see that venues now are thinking about it in a way that integrates
- 15:29everything together.
- 15:30Oh, totally.
- 15:31And it is easier to do now.
- 15:33It is.
- 15:34Particularly part of the venues collection, we really focus on brain food and protein,
- 15:38which, you know, protein, which food and even even, you know, the sustainability piece comes
- 15:43into it as well, because 50 percent of our of our food is plant based.
- 15:48So therefore, we're reducing the emissions.
- 15:50You know, you're increasing inclusivity and also the allergen confusion in that whole
- 15:54piece.
- 15:55It just alleviates the risk, you know, because you are labeling it, etc.
- 15:59So, yeah, it works.
- 16:00Yeah.
- 16:02And, you know, the welfare aspect, it's good to see that.
- 16:06I know that there have been organizations involved in some of the bigger event events
- 16:11for quite a few years now promoting wellness and well-being and quiet spaces.
- 16:17And you talk about sort of the overwhelming nature of being in an event like this and
- 16:22you are being bombarded, you know, visually, mentally, from the moment you're looking through
- 16:26the door.
- 16:27Information overload.
- 16:29And one thing I never like to underestimate is the fact that people are often walking
- 16:34into an event, and again, even the smaller ones, and they might have had an hour and
- 16:39a half's worth of travel to get there.
- 16:41Absolutely.
- 16:42They walk in, you give them a coffee, then tell them to sit down and then tell them to
- 16:46listen to some really important person for an hour with a keynote speech.
- 16:50And I think that sometimes as well with the planning of events, sometimes the planning
- 16:55can be very archaic in terms of the structural thinking of how these days and events need
- 17:00to manifest themselves.
- 17:01I totally agree.
- 17:03And I think that's one of the benefits of perhaps instead of just having like a days
- 17:06meeting, for example, is you do include an overnight, you do include residential, because
- 17:10actually if you stay over, you haven't got that rush, the travel pressures, you haven't
- 17:15got to rush.
- 17:16You just, you can just get there calmly either the night before or you can travel in your
- 17:20own time, and actually it gives you better mental bandwidth because you're not panicking
- 17:25to get there and to get there on time.
- 17:28And actually your sort of cognitive energy can be used in other ways.
- 17:31And actually, you know, you can have had a meeting in the morning or a catch up in the
- 17:34morning over breakfast, and actually then you've got, you've had that internal sort
- 17:38of networking piece.
- 17:40And then you can come into the meeting calm, no stress, and actually you've already had
- 17:45a coffee earlier on, and actually you're ready to take on the day.
- 17:49And I do think there is definitely an element of, you know, you do need to think about the
- 17:54content and the amount of breaks that you have and, you know, all that, because actually
- 17:58really everybody's concentrating, you only have 20 minute concentration, nobody, I can't
- 18:02concentrate for anything over 20 minutes, so you've lost me, you know.
- 18:05Why do you think these are, yeah, why do you think we reduced the podcast, Stan?
- 18:09Yeah.
- 18:10Because you, yeah.
- 18:11When we first started doing these, on a serious note, you know, we thought, oh, were they
- 18:13going to be an hour long?
- 18:15Wow.
- 18:16But, you know, if you look back to some of the earliest episodes of this podcast, you
- 18:20know, I might be there with two or three guests, and you can see me fighting for content, because
- 18:25I'm like, oh, well, they've got to be an hour long.
- 18:27It took a couple of years to actually realise, actually, look at how people digest media
- 18:34now.
- 18:35They're watching videos and news clips that are only 60 seconds, you know, two minutes
- 18:39sometimes on news clips.
- 18:41So, again, I just think that sometimes there needs to be a readjustment amongst a lot of
- 18:47organisers, in terms of how they think about things, and as I said, I'm fortunate enough
- 18:55to work at a level where I see a lot of this manifesting itself, so I can see firsthand
- 19:01what some of the pitfalls are, and being in sort of those different, I don't say it in
- 19:06any disparaging way, but I always say the bread and butter of the UK events industry
- 19:10is at that lower level.
- 19:11Yeah, it really is.
- 19:12The 10,000 small events that are taking place every day, not the one or two massive events
- 19:16that take place every year.
- 19:17And that's what we do, and we do a lot of them, and I think what you need to do as an
- 19:21event organiser in a venue is you need to become their trusted advisor.
- 19:24Yes.
- 19:25So, when, you know, when somebody comes in to talk to you about an event, and they start
- 19:28talking about the agenda items and things, and I think that's where you add value, because
- 19:34you are doing all those tens of thousands of events every week, and then you see people
- 19:39coming out absolutely drained and mentally exhausted, and actually really think about
- 19:43the content that you're wanting to get across in those events, because actually, and think
- 19:48about how you want that delegate to go away.
- 19:51How do you want them to go away thinking?
- 19:53Do you want them to go away feeling absolutely exhausted and drained, or do you want them
- 19:57to be feeling energised and motivated, and actually just really think about the content
- 20:02that you're doing and how you're structuring the day, and that's where I think venues add
- 20:06value, because we're doing it day in, day out.
- 20:08This is it.
- 20:09You've literally just taken away what I was going to say.
- 20:11I was going to say that, you know, you take an event organiser from a company, there might
- 20:17not even be an event organiser day to day.
- 20:19There might be the person that does the marketing, or the business development, but once a year,
- 20:24the boss says, we need to have that conference, and we need to invite some clients down, and
- 20:27we need to whatever.
- 20:29So once a year, they're tasked with doing this, whereas as a venue, that goes back to
- 20:34one of my original questions, so why are you leading this and not the organisers?
- 20:37And it's because you're seeing it day in, day out, so you have the wealth of experience,
- 20:42the data to back it up, you have all of the pain points that you see, and you can analyse
- 20:47what you're seeing from different clients and feed that back to that one person who
- 20:51might only be doing it once a year.
- 20:53Really good point, yeah, really good point, and it is our job, that's our job, and that's
- 20:56where we add value, and I think that's really important, and that we get the message out
- 21:00there.
- 21:01Yeah, absolutely.
- 21:02Right, let's get to Nitty Gritty.
- 21:03If people want to find out about this, if people want to find out about Venues Collection,
- 21:06where do they go, how do they find you?
- 21:08www.thevenuescollection.co.uk, or you can find me on LinkedIn, Katie Whitby, just on
- 21:13LinkedIn, and come and talk to me.
- 21:15Fabulous.
- 21:16Or all other socials as well, I think I had a quick Google, so yeah.
- 21:19Oh, hashtag.
- 21:20Websites and everything now.
- 21:21I know that they're important, but in some respects they're old hat, because who can't,
- 21:25as long as you go to the Venues Collection and you search for it on something, you'll
- 21:30find the guys.
- 21:31Go and check them out, learn about the venues that they've got, have a little look at the
- 21:37There's information, there's an article on Event Industry News about the allergen kits
- 21:41that we've touched on today in a little bit more detail, so if you want to find out a
- 21:44bit more specifically about that, the article is on Event Industry News, and we may well
- 21:49put a link underneath the video of this, so you've got a link to it.
- 21:55My thanks to Katie Whitby, Head of Sales at the Venues Collection.
- 21:59My thanks as well to our friends at Evolution Dome.
- 22:02We are in their brand new meeting pod, and I say brand new, you might have seen their
- 22:07structures before, but this is unique in that it's surrounded on four sides with a proper
- 22:11door at the end opposite where I'm sat at the moment, and they've been kind enough to
- 22:17let us set up the podcast in this structure at their stand at Confex in the Event Production
- 22:21Show and the PA Show 2026, so thanks very much to Ash and all the team at Evo for letting
- 22:26us do this, and thanks very much for tuning into the podcast.
- 22:30If you've been listening to this on your audio podcast platform, please do make sure
- 22:33that when you finish listening, you head over to eventindustrynews.com to watch the video
- 22:38versions of the podcast, and also to check out the A to Z Supply Directory.
- 22:42If you work in the events industry and you're looking for a product, a supplier, a service,
- 22:47the chances are you will find it within the A to Z Supply Directory on eventindustrynews.com,
- 22:52so please do go and check it out.
- 22:53Thanks very much to everybody for tuning in.
- 22:55Thanks very much again to Katie, and we'll see you on the next edition.
- 22:57Cheers, everybody.