View down onto a partially filled lecture theatre

Booking a conference or facility fees

We strongly recommend purchase by:

  • using the Virtual Credit Card process where this has been rolled out in your Department;
  • raising a purchase order. This will then be paid directly by the College on an invoice via Accounts Payable.

Booking conference hotels

When attending a conference or seminar specific hotel accommodation is sometimes advised by the conference organiser at a special negotiated rate.  The required accommodation can be booked directly through the conference organiser rather than Egencia.  If this accommodation has a higher cost than the College’s room rate (see UK rates and Overseas rates) for that location, please follow the conditions outlined in the Expenses Policy under Hotels.

If using the Egencia booking tool and the hotel you are searching for does not appear, or if the conference rate provided by the organiser is not available to book, you can contact the Egencia Customer Service team to make this booking offline.

Child care

Please see Child-care costs when attending a conference under the Expenses Policy.

Return to Bookings, transport and visas.