Whether you’re planning the annual sales meeting or your company’s holiday party, venue sourcing is a complex task for event planners, even with recent advances in event planning technology.
Lanyon has provided 13 tips to help planners clear this first hurdle and get moving with the event.
Tip #1: Consider Regional Options
Don’t hurry when choosing the city to hold an event. Take the time to make a list of considerations such as local weather, attractions, and access to transportation, airports, and the city center.
Tip #2: Be Flexible
The time of year and the number of other events in the area all factor into the price of hotels and meeting spaces. Send requests for proposal (RFPs) across your three favored locations (we recommend around 10 RFPs total) with the expectation that your first-choice city or venue may not be practical.
Tip #3: Know Your Audience
Detail is at the heart of any good story and the same goes for requests for proposal. Collect and provide as much audience information as possible, and be sure to include attendee breakdown and demographics so hotels understand how to best accommodate them.
Tip #4: List Your Demands
Before looking at venues, make two lists: one of venue “must-haves” and a second list of “nice-to-haves.” Start by including the number of rooms needed, room size, ceiling height, set-up dates and times, and audiovisual production requirements, and expand from there.
Tip #5: Schedule “Shoulder Time”
Be realistic about how much time will be needed to set up and break down the event. This is called “shoulder time” since it falls on either side of the event. Make sure to get it written into the contract.
Tip #6: Think Before You Eat
Don’t forget to list out the meals the venue will need to provide, type of meals, and preferred dining location. Also, try to get at least one separate meeting space for lunches and breaks.
Tip #7: Know Your Budget
Planners often end up spending more than they’d planned. Even if the event budget is still being decided, set a firm spending limit on the hotel and venue.
Tip #8: Pardon Their Dust?
Don’t forget to ask about any upcoming construction or renovations to the property that will be a nuisance. The person trying to sell the block of rooms or a venue space might not offer that information.
Tip #9: Be Specific, Specific, Specific
We’ve said it a few times already, but it bears repeating. In negotiations, be specific about everything, including food and beverage minimums, rental fees, meeting room fees, and resort fees. Make sure it’s in the contract.
Tip #10: Don’t Be Hasty
Resist the urge to accept the first offer you get. Unless the hotel or venue is in particularly high demand, they can usually hold the space while you field other offers. Don’t be afraid to ask.
Tip #11: Be Bold. Ask for a Better Deal
This works especially well for larger meetings when booking many rooms or suites for each night of an event. Venues want business, and they’re often willing to offer discounts on sleeping rooms or suites, “comped” rooms for VIP guests, complimentary Wi-Fi, or other amenities.
Tip #12: Heads Up for Legal
Make sure to let the venue know if your company requires your legal department to approve all contracts, and plan for that time. Otherwise, you risk losing the venue.
Tip #13: Don’t Miss Those ‘Don’t-miss’ Dates
Plug in key contract dates in your calendar, such as sleeping room reservations and deposits. Missed deadlines on a deposit can incur you a penalty — or even jeopardize the event.
Choose Wisely
The hotel and venue sourcing process is a give-and-take relationship with suppliers. Each side is working toward creating a partnership and providing great event experiences and business opportunities. If you ever get stuck, an online tool like RegOnline® by Lanyon can help make the entire RFP process easier.
