The Law Society of Scotland

The Law Society of Scotland relies on Priava to increase corporate bookings for conference centre

Introduction

The Law Society of Scotland is the professional body for over 11,000 Scottish solicitors and was established in 1949. The society has an overarching objective of leading legal excellence, and strives to be a world-class professional body, understanding and serving the needs of its members and the public. The body sets and upholds standards to ensure the provision of excellent legal services and ensure the public can have confidence in Scotland’s legal profession.

Situated in the heart of Edinburgh, just a few minutes walk from Haymarket railway station, The Law Society of Scotland’s Atria Conference Centre is a modern, spacious venue with a range of flexible rooms and the latest audio-visual technology. Each space can be tailored to specific event requirements, whether that’s a meeting for four people or a conference for 90 theatre style. The majority of the events currently hosted by the society are for internal members, but more recently at the end of 2015, the facility was made available for external commercial hire.

Key Challenge – New Conference Centre required professional booking system to support commercial venue hire

Operations Manager at The Law Society of Scotland, Kirsty Orr, explains, “When the Society moved to new premises in November 2015 and its Atria Conference Centre was opened, they made the decision to maximise the occupancy of this new facility to not only host existing internal events such as committee meetings and Continuing Professional Development (CDP) events, but also to host external events too. In order to manage and promote commercial venue hire, it was felt that a dedicated venue booking and events solution would be required that could manage both internal and external events on a larger scale than previously.”

"With Priava, it is easy to manage each booking. For a new enquiry we simply add an organisation and contact, mark it as provisional then email a booking form generated by the system to the client. Once confirmed we can generate a proforma invoice and then produce a post-event invoice with all the catering and final expenses."

The Law Society of Scotland

Kirsty Orr

Operations Manager

The Law Society of Scotland

Solution – A cloud-based booking solution that could manage and support the growth of existing internal events and new external hire business

The Society chose to implement Priava’s cloud-based venue and event management solution as it had all the functionality required to fit with its plans to support internal events as well as develop additional revenue from hosting external events. Kirsty says, “Although I wasn’t around during the implementation, one of my colleagues showed me how to use the system. Everyone finds Priava pretty easy to use and fairly self-explanatory.” The system is jointly used by Kirsty who is responsible for developing the commercial hire business and the reception staff who manage internal events.

The Results – Technology supports additional revenue streams, enables better utilisation of available space and provides invaluable management information for developing venue hire business

The current split between internal and commercial events is 80/20 respectively, but as Kirsty explains, part of her role is to increase commercial events over the next 6 months. “We have a new marketing brochure that will be used to promote the Conference Centre for external hire and we are offering members discounts to encourage them to use the facility for their own events. Priava will play a part in the overall marketing drive, starting with re-visiting provisional bookings from the past that did not go ahead. We now have the ability to record this information centrally and then use it for the basis of campaigns” says Kirsty.

Summary

The benefits that The Law Society of Scotland has achieved through the use of the Priava cloud-based venue management solution so far include:

  • Support for creating additional revenues through commercial hire
  • Capture additional business by identifying ‘provisional bookings’ as part of marketing campaigns
  • Supports billing with creation of final invoice
  • Reporting tools provide information on available ‘for sale’ space
  • Better utilisation of venue spaces
  • Easier management of larger volume of both internal and external bookings
  • Detailed events sheets provide all information in a centralised place
  • Easier accounting and cash-flow management through ‘aged debtor’ reports
  • Simple segmentation of types of events i.e. external v. internal
  • Save time on data entry e.g. for repeat bookings
  • All departments better informed on details of events

 

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