Location, location, location! A HUGE factor in organizing a successful event is finding the perfect venue. However, the hunt for an event space can actually be a long and exhaustive process. ABCey is here to help with ideas on how you can conduct a site selection for your next event!
1. Needs Assessment
The first step in selecting a venue for your upcoming event is to develop an exhaustive list of selection criteria. You should always start with creating an overall estimated budget for your event that identifies all expenses and offsets. It’s important to know your overall budget BEFORE selecting a venue. Thus, it’s extremely crucial to communicate with your clients and figure out what they need in terms of location, cost, capacity, and so on.
2. Get Organized!
After figuring out what your client wants, it’s time to develop a list of potential venues. You can come up with a list of up to 10 event spaces (anything more than that will be overwhelming), and eventually narrow it down to 3. We suggest creating a google spreadsheet to keep your ideas organized, or any event software of your choice! Make sure to include important details such as location, pricing, capacity, and contact information, and pros and cons!
Many important details such as contact number and pricing can be found on the venue website. Other than that, Google Maps and Yelp are great tools to see the site and acquire information such as location and venue ratings.
3. Create a Visual Presentation
After organizing your spreadsheet, make a visual presentation for each event space. You can put up a few images and talk about why a particular venue is a good fit. You can then go ahead and present the powerpoint to your client and wait for them to narrow down the list for you.
4. Plan Site Visits
Once you have presented your Powerpoint or other presentation to your client, you will then need to go visit the venues. Seeing them in person is much different than anything you can find online. You should offer for your client to join along, but if they can’t you will need to visit them on your own. Be sure to take lots of pics and vids!
5. Time to Make A Final Decision
After visiting all of the venues, you should have a great idea of each event space and be able to picture if your event theme works within the parameters of the space. You can then talk to your clients and show them pictures and videos of each venue to help them make a final decision!
If you’re interested in learning more about events we’ve done for otherSan Francisco startups or other fortune 500 companies, click here.
You just met with a potential client and it’s time for you’re ready to get some new business! You know all the facts about your client’s event deets, what their goals are and what they are trying to accomplish. In the back of your head, you know this proposal is the key to your success! You may be a little nervous, but ABCey is here to help with some tips for a winning event proposal!
By summarizing or listing all the client’s desires and goals for their event, it provides reassurance. They know you understand their vision and will create their event with them in mind. In addition, this creates a good opportunity for you to add any suggestions you may have! These needs can come from anything mentioned in the initial meeting!
Show your client each stage of your execution process! You can include a variety of things, including your management process and RFP stage, your strategy, creating a timeline with adjustable milestones, and/or execution! This communication ensures that the client understands each step of your planning process and will eliminate any guessing games. It also conveys your organizational skills and shows you know what steps it takes to plan an event.
3. Showcase your experience!
This is your moment to shine! This reinforces all your strengths and showcases why you’re the best choice for their event. Don’t forget to insert any big company names if you’ve organized past events! In addition, be sure to include pictures of your past events with the most relevant ones flanking the top. (We knew those event pictures would come in handy!) Also, this is a great place to input any client testimonials and references.
Carefully break down each component and create a visual representation of the budget. One of our favorite ways to stay organized is to use a spreadsheet! It is easy to show each variable that incurs a cost, so the client is not confused about any fee or charge! This aspect of your proposal is a game changer, so do take your time! If you need any help with your budget, Event Manager Blog has an amazing event budget calculator!
5. Be visual
Inputting images and making your proposal visual make it visually appealing and easier to digest for the client. Also, the client will have an easier time envisioning your ideas for the event!
Before you submit your event proposal, be sure to double check for any typos or errors!