Oak Tree Conference Centre

Located on the eastern edge of Coventry, Oak Tree Conference Centre benefits from its close proximity to the motorway network, rail links and Coventry & Birmingham airports.

The perfect venue for a wide range of business functions such as seminars, conferences, training courses and business meetings it is a purpose built building with a spacious interior featuring the latest audio visual equipment.

When looking to update their existing room booking system, Conference Centre manager Fiona Hawkins had previous experience of Chaser BUREAU, the enquiry handling system for conference Bureaux. Chaser VENUE is used by Oaktree Conference Centre to manage their room bookings, catering requirements, equipment and operational matters whilst providing valuable management reporting on room occupancy levels and operational profit.

How did you find the transition to Chaser VENUE & what difference has Chaser VENUE made to your event booking process?

We find putting a booking on to be quick and easy. The ability to copy repeat bookings - as we have several clients who book meetings throughout the year with the same requirements - when using our old system we had to input each booking separately - now we can copy all their requirements. I have also found that by inputting the information on the new system it has helped to cleanse data, make us more focused as to what we are charging and what profit we are making.
The invoicing side is a key feature to us and having accurate reports to identify internal recharges etc. in addition to the financial reporting will be of a major benefit. Also, the equipment set-up reports help the IT Department forward plan our requirements.

In what way has Chaser VENUE changed the way team members spend their working time?

The reports that can be run off the system instantly are a key element for me to report financially to my manager giving access to vital statistics. Another major feature is the invoicing process - as again this will reduce our administration time considerably.

How has Chaser VENUE improved internal / external communications and affected the way you pro-actively market your venue?

Sending of the confirmation sheets and questionnaires - sending out all the attachments from the system have enhanced the way we manage our events. Chaser VENUE also helps to cross reference catering charges against the catering report we receive from our external suppliers.

How would you rate the service, support and training that you have received from Velvet Software?

Excellent - Velvet are always quick to respond to requests and talk through any support issues.

Fiona Hawkins
www.cw-oaktree.co.uk