Many event planners have been forced to stay at home due to social distancing and shelter-in-place. They are still busy sourcing events for next year, according to the Cvent Supplier Network data.
It is possible to help planners digitally explore your venue and secure their future business. You can show planners all the advantages of your venue and even the unique layouts. This is possible with online technology like SocialTables diagramming.
Your dog might greet you on your video conference call. However, you can still complete all your tasks with 3D diagrams. This includes answering planners’ questions and showing them how their event will fit. We’ll be discussing how virtual site visits online can help you keep contracts closed during uncertain times.
Before you call, customize the virtual tour.
Identify the decision-maker
It won’t be easy to close the event if you don’t know who the final decision maker is. Make sure you know the decision maker’s name and that they RSVP to your invite. Asking the planner to slow down their contracts when booking events is a good way to do this. Offer to partner with them to get everyone on the same page right from the beginning to make sure everything runs smoothly.
Send the invitation
You can send a calendar invitation with your video calling landing page (Zoom or Google Hangouts). Include the site visit schedule and a section for planners to ask questions on the invite. Send an email reminder an hour and 15 minutes before reminding everyone to come. You can also take these security precautions to protect your meeting from being Zoombombed.
Send a questionnaire
According to the site visit report responses, planners prefer venues that ask about event details before they arrive. Even if it takes some creativity, venue reps should be familiar with the event details and what they can do to accommodate them.
Send five questions along with the schedule so that you can get to know their unique event. This will allow you to prepare your presentation in advance. You will probably know the event’s details, such as the type, expected number of participants, and the budget based on the RFP. Ask your questions to get deeper. These are some survey questions you might want to ask:
- What are your event goals?
- Will you need a wheelchair-accessible floor plan?
- Are children allowed to attend the event?
- Would you be open to sending a program schedule?
Create your sales deck
You might also need hotel sales collateral, but a sales deck is the most important asset you can create. Planning staff often have a lot of questions about a site visit. Make sure to consider all of their concerns. These questions can be addressed on slides.
- What is the limit on when events can be run?
- How big is each room allowed?
- What permits are needed for events?
- Is there a designated area for storage, green spaces, or back-of-house?
- What branding opportunities exist inside and outside the venue?
Also, be sure that you include any information about your venue, particularly if it excels in addressing the site inspection checklist.
A custom diagram can be pre-built
The site visit report revealed that planners favour venues that allow them to access accurate and up-to-date floor plans.
You can open your virtual tour software and create a diagram for the room you feel is best suited to their event. You can start with an event layout that you have used for similar events. Be sure to use your saved layouts. Include the logo of the client and any details they require, such as the location of mics or the colour scheme. You can also save your layouts to make it easier. So that you have the option of having them ready at the beginning in case the client needs more space between the tables,