Registered in England · Company number 16037452
Contact Pinehurst Services Limited
Send an event brief, ask a question, or request a proposal. A paragraph covering the event type, approximate numbers, and preferred dates is enough to start.
Registered office
14 London Road, Calcot, Reading, England
- Email [email protected]
- Telephone +44 20 7976 8454
- Hours Monday to Friday, 9:00 AM – 6:00 PM
Send a brief by email
The fastest route is email. Write to [email protected] with the event type — congress, trade exhibition, or corporate event — the approximate delegate or visitor numbers, the preferred dates or date window, and the location preference.
You do not need a finished specification. If you have a sponsor commitment, a fixed keynote speaker, or an annual general meeting that has to fit the programme, mention it. Those anchors shape the venue search.
Email Pinehurst ServicesWhat to include in your first message
- Event type and purpose, so the format is clear from the first read.
- Approximate delegate or visitor numbers, even as a range.
- Preferred dates or the date window you are working within.
- Location preference, or an honest “no preference yet”.
- Budget frame if one exists, plus any fixed constraints such as sponsor deadlines, speaker availability, or an AGM inside the programme.
If the event has run before, a note on what worked and what did not is genuinely useful. It is often the fastest way to understand what the next edition needs.
After you write
What happens after you get in touch
A first read of the brief
Pinehurst Services reviews the brief and comes back with questions where something is unclear, usually within a couple of working days.
The questions that follow
Expect questions about format, catering expectations, accessibility requirements, and whether a hybrid element is needed.
A first view on scope
The next step is normally an initial view on venue options and a suggested scope, whether that is full event management, venue sourcing on its own, or a specific piece such as floor planning and site inspection.
Venue sourcing and site inspection
Room checks before anything is booked
Ceiling heights, loading access, power drops, rigging points, and the walk a delegate actually takes from the entrance to the seat. A site inspection is how those get confirmed rather than assumed.
Venue sourcing and site inspectionsQuestions before you have a brief
Not everyone arrives with a defined event. If you are at the stage of asking whether a congress is viable, what a venue in a particular part of London would cost, or how far in advance to book, ask anyway. Pinehurst Services will answer the practical question and explain what would need to be decided before a brief makes sense. There is no charge for that first exchange.
How far in advance should a congress be planned?
It depends on size and whether the dates are fixed. A large congress with an international delegate base and a sponsor programme usually needs a longer runway than a single-day corporate event. The honest answer comes after we know the numbers and the date window, and that is exactly the kind of question worth asking early.
Can you work with a venue we have already chosen?
Yes. Venue sourcing on its own and full event management are separate pieces of work, and a brief can start from either point. If the room is already booked, the work shifts to floor planning, supplier coordination, delegate flow, and the operational detail that makes the day run.
Do you organise trade exhibitions as well as congresses?
Pinehurst Services Limited organises congresses, trade exhibitions, and corporate business events. Exhibition work covers the exhibitor floor, stand allocation, aisle planning, and the build and breakdown schedule around the doors opening.
What if our dates move after the first conversation?
Tell us as soon as the window changes. Dates affect venue availability, supplier holds, and how much of the programme can be confirmed, so an early note saves rework. The earlier a shift is known, the more options stay open.
Registered details
Registered details and working hours
Pinehurst Services Limited is registered in England. Email enquiries are monitored during normal UK working hours, Monday to Friday. Enquiries received outside those hours are picked up on the next working day.
- Registered company name
- Pinehurst Services Limited
- Company number
- 16037452
- Registration date
- 30.09.2024
- Registered address
- 14 London Road, Calcot, Reading, England
- [email protected]
- Telephone
- +44 20 7976 8454
- Working hours
- Monday to Friday, 9:00 AM – 6:00 PM
Where the registered office sits
The registered address is 14 London Road, Calcot, Reading, England. Post and formal correspondence go there; event briefs and questions are best sent by email so they reach the right place quickly.
Privacy and how your details are used
Information you send in an enquiry is used to respond to that enquiry and to prepare a proposal if one is requested. It is not sold or passed to third parties for marketing. Full details of how personal data is handled are set out in the Privacy Policy, and the Cookie Policy explains how the site uses cookies.
Send your event brief
One email is enough to start: event type, rough numbers, and the date window you are working with. If you would rather ask a question first, that is just as welcome.