by Annie Champeau
One of the most important steps in creating memorable events is choosing a venue. Whether it’s a corporate conference or tradeshow, event planners and venue managers want the same thing; a great client experience. I’ve found that managers and planners can make the planning process much easier with clear communication and upfront conversation. Here are few tips that have helped my team and I work more effectively and efficiently with event planners. Take time to consider these thoughts. I have a feeling you, and your clients, will be pleasantly surprised.
1. Inquire with details
I often receive leads for meetings or events with estimated guest counts of 50-200 and preferred dates anywhere within a four-month timespan, which can make it challenging to provide accurate cost estimates and venue availability. Because not all properties are created equal, there may be differing prices for varied spaces, seasonality, and length of service. With a group of 50 guests, I may propose a very different space and menu than a group of 200. Some of the important information needed by the venue include a preferred date, event start and end times, and the type of event. By understanding the details, venues are better equipped to offer custom proposals with more consistent cost structures. If your date is flexible, let your venue know. (For example, if you have a four-month time span with three preferred dates.) There may be a special or creative experience that is not available on another date.