Site selection for events can be a challenging and tedious process. However, by accomplishing the right steps, you can find the best venue for your client. ABCey has curated a list of tips for a smooth site selection process that we use to pick the perfect venue!
Make an Initial List of Sites
The first step in our site selection process is doing a general brainstorm of sites that seem to fit the needs of the client. Consider the location, number of guests, and venue-type when compiling the list. Leave no stone unturned and make sure you’re getting a variety of different venues. This makes your client feel like they have options and will show them that you’ve considered everything.
Create a Master Spreadsheet for Your Client
After making an initial list of sites, create a master spreadsheet with a Site Selection tab. This should incorporate all the venues you found and important information about each venue, including pros and cons. For each site, include information on availability, contacts, venue size, location, pricing, and information about the space. Make sure the client can quickly and easily see what the venue has to offer!
Put Together a Style Guide
After the master spreadsheet has been shared with your client, it’s helpful to make a style guide with the key information and images for each of your top picks.
Send an RFP to all of Your Top Venues
An RFP (request for proposal) allows you to easily communicate your event needs to outside vendors. By sending your RFP to the various venues you’re considering, you can get a clearer idea about the availability and pricing for each site. This will help you narrow down your choices. Here are some tips on creating the perfect RFP!
Set Up a Review With Your Client
The next step is setting up a time to chat with your client over the phone or in person to go through each venue. From there, you’ll be able to get a better sense of which sites you can eliminate and which ones are worth visiting in-person.
Go on Site Visits to Check Out Top Venues
Once you and your client have picked your favorite venues, make sure to visit them in-person. This can help you decide if they’re the right fit for your event. There’s no better way to get a sense of the venue and their ability to meet your needs then to set foot on the actual grounds!
Make Your Final Decision
Hopefully the in-person site visits will help you identify your absolute top venues, so you can decide on the one you want to go with. Once you accomplish this, you can start working on the fun stuff, like figuring out event decor and can move forward with your chosen venue!
Which site selection tips did you find to be most helpful?
#TechTuesday highlights the best and brightest ideas in the tech world. Today’s #TechTuesday features the 10 best event organization apps to help you stay sane and organized as an event planner!
There’s a new iphone / ipad app on the scene that is garnering a lot of buzz…and for good reason. Super Planner is an event industry app developed by Howard Givner, and is one of the most in-depth mobile tools on the market today.
It is a digital encyclopedia of industry calculators convenient enough to carry with you everywhere in your purse or pocket. Just as a good measuring tape, hotel directory, business calendar and frequent flyer miles are mainstays for the planner, so too should be the Super Planner.
This app acts as a personal assistant to help you stay on task with your planning. It includes integrated calendars, to-do lists, and notes. 24me keeps track of your tasks and schedules all in one place and sends you reminders for them so you don’t forget. The app also reminds you about bills and other important information, as it connects to your financial institutions, service providers, and social networks. This app is especially great for smaller events!
Asana is a great way to keep everyone on your event planning team in the loop! It lets you assign tasks to different team members while keeping track of who’s doing what. Asana gives you the ability to easily monitor what’s getting done and who’s getting it done.
Boomset helps speed up the registration process by allowing you to check people in using QR codes, print bases and create wristbands. It also integrates with other platforms you might already be using for your event, so it makes registration simple!
CamScanner basically transforms your phone into a scanner. It’s great for digitalizing contracts, agreements, marketing material and other important documents you need to send to clients. It also has the ability to convert documents into PDFs. Now that’s convenient!
Timebridge makes scheduling fast and simple! The app collects information about everyone’s availability, takes into account preferences, and then automatically arranges a good meeting time. This is a great way to arrange meetings or even events with a lot of people without having to deal with the long back and forth of emailing!
This event organization app helps simplify communication between the event planner and the client. It allows you to create a card system detailing different sections of the project, so everyone knows what stage each part of the event is at. There’s even a client review card so the client can approve the final step!
Sometimes it can be hard to find events you want to attend. Luckily, Eventgrabber can help! It matches people with the types of occasions they’ll likely be interested in. They can look at the top events going on, see the most popular events with locals, and even order a taxi or an Uber to take them to the next party. As an event planner, this app is extremely useful for attracting guests who would genuinely be interested in your type of event!
This app essentially turns your smartphone into a walkie-talkie, making communication with your event staff easy! There’s no need to hang on to multiple devices, and it prevents you from having to physically locate various members of your crew during the actual event!
Pingg is a great tool for running your events, as it lets you create invitations, guest lists, and thank you messages for your attendees all in one place! Not only this, but you can also add a gift registry, schedule reminders, and search for local services for your event as well. This handy app let’s you keep all the little details of your event organized!
What event organization apps do you use to stay sane when planning events?
Event planning can be extremely stressful and overwhelming, and these tools are guaranteed to help simplify your job! Which apps you use? Are there any we missed? Let us know in the comments below or on Facebook and Twitter!
Humans love feeling connected to nature, and it can be very therapeutic too! Well, there’s a new emerging trend in the event industry that relies heavily on the bioliphic design concept. It also seeks to incorporate naturally designed spaces into your events. Read more to learn about the many benefits of nature-inspired events, both for the event planner and the attendees.
There are 4 Main Benefits of Nature-Based Design that have been scientifically proven. These include, improved well-being, improved productivity, enhanced creativity, and an increased likelihood of positive emotions. These all come from feeling connected to the outdoors, and all of them are helpful for event managers seeking to make their guests happy!
How to Do It
There are two key strategies to incorporating nature into your events:
This could include outdoor terraces and balconies, views of the water, such as the ocean, lakes or pond, and abundant natural light through skylights and large windows. Green walls and water features, gardens and outdoor greenspace, or décor that uses natural materials, like wood and stone are also good options!
Bring the outdoors to an indoor venue! There are several ways to do this, such as:
- Seeing nature: You can accomplish this through digital signage and walls, backdrops, artwork, and murals that include elements of nature. Live herbal centerpieces, hedge rows, or an indoor garden, forest, or water feature can also give your guests a sense of being outside!
- Hearing nature: Events can get pretty loud and busy, so what’s more desirable than a nice spot to get some peace and quiet? Start by selecting a location within the venue that’s as quiet as possible. Offer speakers or headsets with natural sounds of running water, ocean waves, bird song, etc. that your attendees can listen to when they want to relax!
- Feeling nature: Textures like wood, sand, water, stone, and grass stimulate biophilic responses, so try to find a way to incorporate these into your event space! These materials could be used in onsite hubs, lounges, and exhibit booths, for example.
- Smelling nature: Even just the smell of the outdoors can connect people to the outside world. Try infusing your event space with natural scents using essential oils. By picking the right scent, you’re sure to generate positive feelings among your guests!
What’s one of your favorite nature inspired events?
Source: Event Manager Blog
Here at ABCey, we love to feature the best and brightest companies in the San Francisco Bay Area. These startups are often companies we have our eye on, or have worked with in the past. Here’s today’s Startup Monday highlighting BrewPublik!
BrewPublik was founded in 2014 right here in San Francisco. This startup created what they call the “beergorithm,” which takes the preferences of a group of people to match unique taste profiles to a selection of beer. It’s like Netflix, but for beer!
The beergorithm gives access to over 3,000 fresh beers from CA, NC, and SC. Once you enter the taste preferences the company will deliver your pack to the destination your choice. You also have the option to sign up for two different memberships, the 6-pack membership or the buyer’s club.
Why we love it!
We love BrewPublik because it makes choosing beverages so much easier! With the beergorithm, ABCey can satisfy the taste buds of all our guests!
#TechTuesday highlights the best and brightest ideas in the tech world. Today’s #TechTuesday, features Fly Another Day, a software that will ensure the highest event participation all within seconds!
Fly Another Day
Events profs ever wonder why attendance numbers are low? Fly Another day makes date selection easier by choosing ideal dates and locations that encourage participation. The software does this by analyzing potential issues that may affect the availability of your audience!
Fly Another day can be used for various events like business functions, product launches, marketing releases, or even private events!
We are always looking for innovative ways to make event planning more efficient for us and our clients. This software saves us a lot of stress as well as increasing participation for our clients!