What can we do to make your lives easier? How are we at responding to your questions? And what do you need from us to convert the business?
These are the age-old questions that we are often asked by venues when they come and visit us.
The main problems we face when booking a venue for a client are that venues sometimes don’t provide all of the information we require. This can be frustrating as it’s not always guaranteed that we can get in touch with someone to clarify or chase information.
So, I thought I would take the opportunity to discuss Venuepot’s hopes and dreams for everything we would like venues to list on their websites – should it not already be there. With this important information in place, it would make turnaround times quicker for us and save venues’ time fielding calls and coming back to people with information.
With that here’s a list of some of our Do’s and Don’ts…
Have a range of good images of meeting rooms and bedroom categories – It’s hard to sell the spaces to clients if there aren’t any great quality images online to share with them. There should be a wide variety of the different event spaces, in order for us to show the client, and we should be able to use these for future reference should we put forward that particular venue.
Having good imagery of bedroom categories is also important, as when we have residential conferences and we’re allocated a block of rooms, it’s nice to be able to show the client the type of room holding available, as often we find that venues highlight their nicest rooms in their galleries, but maybe not their standard rooms.
Have room dimensions and ceiling heights listed – As drp is a fully integrated communications agency, we often have to bring large scale of equipment on site. It’s important from a technical/production point of view to have all of the correct dimensions so we can decipher whether or not if the space will work with our plans for the client.
List important room features such as: –
- Does the room have 3-phase power?
- Does the room have natural daylight?
- Does the room have air conditioning?
- What floor is the room located on?
- Are floor plans available? (CAD or DWG versions being available to download would be ideal)
List whether car parking is available, how many spaces the car park can accommodate and are there any charges for this service?
Have cabaret capacities on your capacity charts – A cabaret style setup is something that a lot of clients prefer for their conferences, so having the capacities specified for front and back projection in your largest rooms is incredibly helpful to see if the event space would be suitable.
Have images of closeup food or table settings – We understand that there may be visual appeal for food images to fill some space on the website, but this doesn’t necessarily help us to put forward the venue to the client. If a venue supplier is just uploading imagery of food, this can take away from the venues facilities and make it more difficult for us to put forward.
Have images labelled as ‘meeting room’ – It’s good to know which exact room we are proposing to a client. As the venue may have a variety of event spaces, having these rooms labelled correctly is key, and makes it easier for us to discuss with the team and client.
Have a telephone number that doesn’t go directly to the events team –We find that a lot of telephone numbers listed on websites go straight to the venue’s reception, or a different department. Having a direct number would save a lot of time, misplaced communication, leaving messages and waiting for a response.
"What can we do to make your lives easier? How are we at responding to your questions? And what do you need from us to convert the business?"
Have a specified email address, rather than a contact form – We don’t often have time to fill out all of the information required on a ‘contact us’ form. We often wonder if we will get a response – therefore having a dedicated events email that is monitored is preferred.
So, there they are, some of the things that we discuss here in the Venuepot office on a regular basis.
We don’t have these problems with all venues, some venues have fantastic websites with factsheets on each room, floorplans and all the information we could ever need. Unfortunately, they are few and far between, and therefore we plead with the event venues of the industry to help us venue finders to include as much information as possible. We appreciate that updating a website regularly can be an issue, but downloadable PDF’s would work wonders and a link is all that’s needed!
By Alison Norledge – Venue consultant