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?
Startup Monday is ABCey’s weekly post that features some of the best and brightest companies in the Bay Area. They are often companies that we have our eye on, or have worked with in the past & would like to share with friends and followers of ABCey Events! In today’s Startup Monday, we highlight Product Hunt, a new way to discover tech!
Are you a tech junkie? This can be trying to discover new technologies most days and seeing what other new products come out the next! These products can be anything from books, podcasts, and games. So, if that sounds like you, ABCey Events has found the website to cater to your tech needs. Instead of searching endlessly on the web, meet the new social media of tech, Product Hunt! This website and app gives you the latest, up and coming tech just for you. We know how busy event profs can get, so save time with thanks to this great company!
Product Hunt helps you discover new tech content. And soon it will be your next favorite thing! Specifically, the best part of this is that there are upvote buttons that help push tech to the top of the list. This makes it easier for you to find the most popular tech. Now, event profs easily can see which tech will be the next big thing!
If you’re ready for loads of tech finds, check out the collections section of Product Hunt. These collections are a heap of grouped products that you love and want to share! With this great feature, you can see what others have collected or start a collection yourself!
More of what Product Hunt has to include!
Plus, Product Hunt is more social than you think. Product Hunt encourages live chats, shopping, and meetups. So get out there! What are you waiting for? This is a great opportunity to meet new people with the same interests as you and explore new material too! Moreover, Product Hunt provides their own blogs, tips and podcasts. Stay tuned, because you don’t want to miss out!
So if you plan to use Product Hunt to discover new tech, let us know in the comments below or on Facebook and Twitter!