Ascot racecourse stock auditing improves efficiency

“Our partnership with Ascot Racecourse shows how independent stock auditing can transform event-day operations for large venues. Managing high-volume hospitality across multiple bars and boxes requires precision and agility and that’s where our expertise delivers real value. We help major event operators maintain control, consistency and profitability even on their busiest days.”

– Malcolm Muir, Consultancy Director

1. The Brief: 11 years of stock auditing excellence at Ascot Racecourse

For more than 11 years, Venners has partnered with one of the UK’s leading racecourses to deliver consistent, high-accuracy hospitality stocktaking and compliance auditing services. What began as a drive to strengthen stock management and introduce independent verification has evolved into a trusted, long-term collaboration built on accuracy, efficiency, and insight.

Each month, Venners’ team of three dedicated auditors completes detailed stocktakes, producing both standardised and bespoke reports that provide a robust, auditable trail of performance. The racecourse relies on Venners’ expertise to maintain transparency, control stock movement, and support continuous improvement across finance and operations.

2. The Setup: Expert stock auditing for large-scale events

The partnership covers two key service streams:

Monthly stocktakes

  • Three auditors conduct full venue stocktakes each month.
  • Reports include detailed stock valuations, purchase and movement verification, and custom insights on par levelling, sales trends, and wastage analysis.
  • The racecourse benefits from a fully independent audit trail and ongoing process supervision.

Event day stock and compliance support

  • On event days, up to five stocktakers (and sometimes 20+ for major events) deliver on-site inventory verification and stock-to-cash reconciliation.
  • The Venners team works alongside finance and operations to complete bar spot checks, hospitality box supervision, and end-of-day cellar reviews.
  • This ensures guests are charged correctly, stock losses are prevented, and consumption data is captured in real time.

Venners also played a key role in helping the racecourse implement and optimise its stock management system in 2018. Their deep system knowledge has since become integral to the venue’s ongoing stock control strategy.

3. The Results: Greater efficiency, accuracy and cost savings

Through its partnership with Venners, the racecourse achieved:

  • Improved accuracy: Verified stock levels and supplier checks, including identifying a £28K supplier invoice error.
  • Efficiency gains: Reduced staff costs and faster post-event reconciliations thanks to real-time spot checks and proactive discrepancy detection.
  • Wastage and trend analysis: Enhanced visibility over waste and sales performance, enabling smarter ordering and targeted staff training.
  • Consistent controls: Reliable monthly audits maintain a robust, auditable trail and highlight areas for process improvement.
  • Expert insight: Quick, collaborative communication and data-driven reports inform smarter decision-making across finance and operations.

4. The Future: Continuing to drive efficiency and innovation

With continued year-round support, Venners remains a trusted compliance partner for the racecourse. Together, they’re exploring new opportunities to:

  • Integrate enhanced digital reporting tools and analytics dashboards.
  • Expand compliance auditing across wider hospitality operations.
  • Continue refining event-day procedures to drive even greater control and profitability.

The long-term partnership demonstrates how independent stock auditing and hospitality compliance services can drive measurable improvements in accuracy, efficiency, and brand performance.

Want expert support with stock control for your major event or large-scale venue? Complete the form on this page, or learn more about our services here.

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