Why limit your venue search to London? Elaine Colley from MEET Beyond London shares why the South East deserves a place on every PA’s and EA’s event-planning shortlist. From historic landmarks and coastal settings to budget-friendly venues, local experiences and more sustainable event options, she explains how looking beyond the capital can help organisers create memorable events that offer something different.
For a PA who automatically starts their venue search in London, what might they be missing by not looking further afield in the South East?
They could be missing venues with real personality: more green space, coastal and countryside settings, historic buildings and a completely different backdrop for delegates. Looking beyond London can bring fresh inspiration and make the venue itself part of the experience.
HMS Warrior in Portsmouth is a great example. Guests can dine aboard the Victorian Navy’s iron-hulled warship, launched in 1860, surrounded by naval history and with views across Portsmouth Harbour towards the Spinnaker Tower. It feels genuinely distinctive, yet it is only a four-minute walk from Portsmouth Harbour station.
Oxford’s university buildings also offer an awe-inspiring backdrop for an event. The circular, Grade I listed Sheldonian Theatre, designed by Sir Christopher Wren and completed in 1669, is the University of Oxford’s ceremonial hall and is also available for meetings, lectures, concerts and private events. The Ashmolean Museum, opened in 1683, is the UK’s oldest public museum and houses world-renowned collections of art and archaeology. Guests can attend a drinks reception beneath the statue of Apollo, dine among the Arundel marbles in the Greek and Roman Sculpture Gallery, or enjoy views of Oxford from the Rooftop Restaurant.
When helping an organiser find the right destination or venue, what should PAs and EAs consider beyond the basics of capacity, location and budget?
I would look at the whole delegate journey. How close is the venue to the railway station? Is parking straightforward? Can the venue arrange a shuttle for arrivals? Reading works particularly well because many of its venues and amenities are within walking distance of the station, with fast GWR services from London Paddington and direct Elizabeth line connections.
I would also ask what can be built around the meeting. Some venues can bring activities in-house, while others are so close to local experiences that it is easy to make them part of the itinerary. The best destinations and venues help organisers create a joined-up programme rather than simply hiring out a room.
What changes are you currently seeing in what PAs, EAs and event organisers are looking for when it comes to corporate meetings and events?
We are seeing much more emphasis on bringing people together with purpose. With hybrid and remote working now established, organisers want face-to-face time to achieve something that cannot easily be replicated online. That means greater demand for team building, shared experiences, outdoor space and relaxed networking alongside the formal meeting.
Rather than spending a full day in one conference room, programmes are becoming more flexible. Focused business sessions might be followed by a collaborative challenge, a wellbeing activity or a local experience that helps colleagues reconnect.
For PAs working with a tight budget, how can looking beyond central London help them get more from their event budget?
Rates outside central London are often more budget-friendly, but the bigger advantage can be what is included. Organisers may find packages that combine meeting-room hire, AV, parking, outdoor space or team activities, reducing the number of separate suppliers and unexpected extras.
That can allow a PA to improve the food, add an experience or extend the event into an overnight stay without increasing the overall budget. The key is to compare the total package and the complete delegate journey, not simply the headline room rate.
Sustainability is becoming a bigger part of the venue brief. What should PAs and EAs actually be asking destinations and venues about if they want to make more sustainable choices?
Ask what the venue is doing in practice. Useful questions cover energy and water use, waste and recycling, food miles, seasonal and plant-based menus, food-waste reduction, refill points, single-use items, public-transport access and how environmental impact is measured.
Accreditations such as ISO standards or BREEAM can provide reassurance, but they are not the only sign of progress. Smaller venues may not yet have completed a formal scheme but may still be taking meaningful action. Ask to see the venue’s sustainability policy, targets or relevant website page, and invite the team to explain both what it has achieved and what it is working on next, as this is not always obvious from its website.
MEET Beyond London has a sustainable venues page that signposts practical examples, including Farnborough International Exhibition & Conference Centre’s Destination Zero commitment, Green Park Conference Centre’s Wildlife Trust Biodiversity Benchmark and Venue Reading’s work with the university group focused on changing how food is sourced and served. Many other venues are also making valuable progress, so it is always worth asking the question.
How can PAs and EAs make more sustainable choices when planning an event without compromising the delegate experience?
Start with choices that also make the day easier and more enjoyable. Select a venue close to a station, provide clear public-transport information, use digital materials, offer refill stations and choose seasonal, locally sourced menus with appealing plant-based options. Bringing the meeting, catering and activities together on one site can also reduce transfers.
What’s the most memorable event or venue you’ve experienced in the South East, and what made it stand out?
There are too many to choose from, but Leeds Castle was particularly memorable. We stayed in the Maiden’s Tower, held meetings in the castle’s event spaces and took part in a falconry experience in the grounds. A drinks reception in the Castle Library was followed by private dining in the Castle Dining Room.
What made it stand out was how every element felt connected to the setting. The history, parkland, activities and hospitality combined to create a shared experience that delegates would talk about long after the event. There was so much to do, from a Segway castle tour and murder mystery to the maze and grotto; I only wish we had had more time there, and this is just one hour from London.
What is one piece of advice you would give to a PA or EA planning an event in the South East for the first time?
Think beyond London and explore the options before assuming the South East is too far away. Many destinations and venues are around 30 to 90 minutes from the capital, with direct rail or road links, and venue teams are often very willing to help with transport, suppliers and the finer details. With colleagues now working remotely from different places, London may not even be the most convenient meeting point.
Great events are rarely remembered for the flipcharts. They are remembered for the shared experiences and stories that make the occasion feel distinctive to its location.
If you had to plan a memorable team away day in the South East for your own colleagues, where would you take them and what would you plan?
As we are a small, not-for-profit organisation based in Eastleigh, Hampshire, we work with modest budgets. I would stay local and take the train to Portsmouth for a maritime-themed away day. We could begin with a drinks reception and briefing at the Spinnaker Tower, followed by a scavenger hunt ending at Portsmouth Historic Dockyard. There would be time to explore the city’s naval heritage and work together on a team challenge.
I would finish with drinks on deck and private dining aboard HMS Warrior, looking back towards the Spinnaker Tower as the sun sets. It combines productive time, an easy journey, shared discovery and a setting with a real sense of occasion.
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