Meeting tailormade for Belgian customer
BMS Symposium HIV 
Thursday 23rd – Sunday 26th January  
1200 pax 
 
GROUND SERVICES 
 
Experience Scotland was established by Yves Lemarchand in 1993, who as well as operating this dynamic destination management company, also holds the position of Belgian Consul for Scotland. Since its creation, the company has gone from strength to strength in the conference, incentive and leisure sectors. 
 
Our multi-lingual team covering French, Dutch, German and Italian are highly motivated and creative individuals with expert product knowledge and excellent supplier relationships. We pride ourselves on continually providing our clients with a top quality and innovative service. 
 
Transportation 
Experience Scotland is experienced in handling large transport arrangements for groups in Edinburgh. Deluxe 48/49-seater coaches would be hired to transport guests between hotels and conference centre, as well as to dinner venues etc… 
 
For guests arrivals and departures, transportation between Edinburgh and Glasgow Airports and the Edinburgh hotels can be arranged by either coach or for private individuals, chauffeur driven saloon cars and people carriers. Qualified personnel can be employed to assist guests upon their arrival and departure. 
 
Guides / Staffing 
Experience Scotland has worked with many of the top qualified “Blue Badge” guides for several years and can vouch for their professionalism and level of knowledge. There are several qualified French, Dutch and Flemish speaking guides, but not enough to be able to cater for this group (i.e. 1 guide per coach). If English speaking guides were to be employed, adequate numbers of guides would be available. 
 
If you do not require the use of guides per se, then hospitality / hostess staff can also be sourced. However, as your guests are only in Scotland for a short amount of time, we would advocate using Blue Badge guides wherever possible as they are most up-to-date regarding events taking place in the city, the best shops to find certain items etc… as well as being able to answer any questions that guests may have on Edinburgh / Scotland’s history etc… 
 
CONFERENCE 
 
The conference would be held in part of the Edinburgh International Conference Centre (EICC). The EICC is regarded as Scotland’s foremost conference venues. Since opening its doors in 1995, the EICC has established a reputation for professionalism, excellence and quality on a global scale. Located in the heart of the city, just next to the Sheraton Grand, the EICC is a purpose built spectacular structure designed to give maximum flexibility for all types of occasions.  
 
Availability 
We have been advised that we are holding a tentative booking at the EICC for your conference, and that this option will be held until Wednesday 2nd October. We will then be given 24hrs in which time we will have to either confirm or release the provisional booking. Should the EICC in the meantime receive a request from another client willing to confirm these dates, we will be contacted as when this arises, and given the 24hr period in order to advise confirmation or cancellation. 
 
DAY ONE – BMS Meeting 
On day one, the BMW meeting will take place within the Sidlaw Auditorium. This has a maximum capacity of 300 pax in a single raked tier arrangement. 
 
Other services: 
 
- lunches on the first day would be served in the Lomond Suite 
 
- registration would take place within the Strathblane Hall 
 
- the evening’s drinks reception would also take place within the Strathblane Hall 
 
Access to the Pentland Auditorium for set-up purposes is only available after midnight on the Thursday. 
 
DAY TWO & THREE – Main Conference 
The principle sessions will take place within the Pentland Suite. Comprising of three separate auditoria which can be combined to create 1 larger facility, the Pentland Suite has a maximum capacity of 1200 pax. All seats are fitted with airline style tables. 
 
Breakout Rooms will be as follows: 
 
- Pentland Auditoria – max. capacity = 600 raked tier seating 
 
- Sidlaw Auditoria – max. capacity = 300 raked tier seating 
 
- Fintry Auditoria – max. capacity = 300 raked tier seating 
 
- Tinto Hall – max. capacity = 200 theatre style 
 
- Moorfoot Hall – max. capacity = 200 theatre style 
 
- Kilsyth Hall – max. capacity = 200 theatre style 
 
A further three areas are available for use. These would be: 
 
- the Carrick Suite, which comprises 3 rooms which have a total combined capacity of 100 pax 
 
- the Ochil Suite, which like the Carrick can combined accommodate 100 pax.  
 
- The Harris Suite which could accommodate a further 100 pax. 
 
However, should you wish office facilities on site, then the Carrick and the Ochil would be the best rooms to use. If a speaker preview room is required, the Harris Suite would be ideal.  
 
Other services: 
 
- registration and any tea / coffee breaks will be arranged in the Strathblane Hall 
 
- lunch will be served in the Cromdale Hall. The maximum capacity for a seated lunch would be 850. Should the group be willing to accept a stand-up buffet, then 1200 can be accommodated 
 
- if a dinner were required on the Friday evening, the Cromdale Hall would be available for a stand-up buffet for your delegates. 
 
AV Equipment 
Once we receive a full breakdown of the facilities and equipment you require in each room, we would be happy to correspond with the EICC technicians and get a full quotation for you for these services. 
 
Catering 
Catering at the EICC is supplied by Leiths Caterers who are very experienced in providing a high level of cuisine, whether on a small scale or for major events. Their food is excellent, and Leiths are used to working to short timescales from a service point of view. 
 
GALA DINNER 
 
Due to the number of delegates attending the conference, there are no venues in the Edinburgh vicinity that could accommodate the entire group. Therefore, we would suggest setting up a marquee within the grounds of Hopetoun House. 
 
Hopetoun House has for hundreds of years been the ancestral home of the Marquess of Linlithgow and the Hope family. As a result of generations of service to the British Empire this family house if full of mementoes from all over the world. It has lovely reception rooms with paintings of both Rembrandt and Rubens. Set in 100 acres of parkland it really is the ideal location for a spectacular gala evening. 
 
Due to the time of year and the number of guests involved, unfortunately, the main house would not be available to the guests. However, the marquee can be sited in such a way that the guests will be able to enjoy the view of the House from the reception section of the marquee. 
 
In order to allow enough space for up to 1200 pax to be seated for dinner, as well as a dance floor, we would be looking at setting up a marquee which is 70m by 30m. This would be a clearspan frame struction which would be fully floored with interlocking flooring throughout. The marquee would be fitted with a new cord carpet throughout, and would be fitted with Georgian style entrance doors.  
 
For the drinks reception, a second marquee, measuring 50m by 12m would be erected. This would be in exactly the same style as the dinner marquee, just slightly smaller. 
 
Both of these marquees will be lined with an ivory pleated lining, and a choice of coloured valances are also available.  
 
The 3rd marquee to be set up would be for catering purposes. This would be attached to the principal dinner marquee. 
 
Banqueting 
A sample menu for the evening is as follows: 
 
Drinks Reception 
Bouche Pere & Fils Champagne 
 
Freshly Squeezed Orange Juice 
 
Cranberry Juice 
 
Gleneagles Still & Sparkling Mineral Water 
 
Canapes 
Tomato, Feta & Basil Stade 
 
Hot Venison Chipolatas with Mustard Dip 
 
Caramelised Red Onion Tart Tatin 
 
Dinner Menu 
Goose & Sauternes Pate with Crab Apple Chutney, Pancetta & Balsamic Dressing 
 
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Cream of Asparagus Soup with Truffle Oil 
 
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Roast Fillet of Tay Salmon with Chive Sauce 
 
Beetroot Mash and Mange Tout 
 
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Lemon Tart with Clotted Cream, 
 
Cherry & Ginger Compote 
 
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Coffee with Fudge & Tablet 
 
Wines 
Sauvignon Blanc, Destinea, Joseph Mellot 
 
Merlot, La Campagne 
 
Gleneagles Mineral Water 
 
Decoration 
Decoration of the marquee can be as simply or as elaborate as you wish. Basic proposals could be to give the tables a Scottish feel to them. This can be done by using tartan napkins and seat tie backs as highlight features. A mix of tartans can be arranged over the various tables. 
 
A more elegant look to the tables can be achieved with the use of black tables cloths with an overlay of coloured voile. Again, a selection of colours can be used, or just one colour can be used throughout. 
 
For marquee decoration that is in keeping with a particular theme, for example Scottish or Classical Georgian, an individual quote can be provided. 
 
The options for musical entertainment are as numerous as for the room décor / theming. Standard features for an evening, if you wished to give it a Scottish feel, would be to have a piper playing as the guests descend from their coaches, a clarsach trio could provide background music whilst guests enjoy pre-dinner drinks. After dinner, a troupe of Highland Dancers could demonstrate a selection of traditional dances before encouraging guests to get up on the dance floor. A ceilidh band will then play for the rest of the evening. If a more traditional feel is required, we could hire in a band who are able to play both Scottish music as well as more traditional function music. This could then appeal to the entire group. 
 
As a finale to the evening, we would suggest arranging a Beating the Retreat. 
 
This military tradition is performed by a full pipe band in regimental uniform. Performed at the close of day to call the troops to barracks this provides an excellent finale to a special evening. The band will march and play rousing refrains and plaintive laments. The ceremony always takes place outside, often floodlit and lasts approximately 10/15 minutes.