Event venues are dynamic places where guests come to create business and explore opportunities. The staff makes sure their guests get the right service and treatments while they prepare for upcoming events. This article offers a list of 5 of the most common issues in event venue communication during the event planning process.
1. Attract clients
Where do organizers start searching for the perfect event venue? Many websites show an incomplete picture of the possibilities and facilities offered. Often it takes too much time to get a response after an availability request. Venues can lose potential clients because they usually send out multiple requests. It is important for venues to show a clear picture of the possibilities, event rooms and facilities. Allowing your clients to check availability instantly on your website will prevent them from walking away.
2.The right person for the job
Many venues have a diverse team of event planners, all with different skills and experience levels to create the perfect event. Often a less-skilled event planner is responsible for an event while another is better suited for the job. This problems usually occurs because an event is assigned to a planner based on the first contact, without knowing the full details of the event at that point.
3.Passing on messages
In the process of creating the event, many errors occur due to passing the message to the wrong people. Event planners have a busy schedule, and if they can’t be reached messages will be passed on to people who don’t have access to all the details. In the end the client isn’t sure if the message is passed on correctly and more than once it gets misinterpreted. By centralizing all communication related to an event, the planner has a coherent overview. When these changes or messages have been processed correctly, it’s also important to keep the client informed. This will thoroughly improve the client’s experience.
4.Too many people involved
The development of an event is a difficult task, and if you think you’re finally there, some people will push you back to the start because they want to get involved with the process. This applies to organizers as well as for venues in the preparation of an event. To prevent this from happening, make sure these people are constantly informed about while the event’s planning is developing. It sounds easy, but in the majority of events this is still overlooked. Technology can help you and your team with informing multiple stakeholders by offering the right tools to communicate easily.
5.Communication during the event
In a large busy venue many staff members are involved in an event. Make sure your clients get introduced to the right event planner and the operations manager for their event, so they can address the right person during the event and operations run smoothly.
Written by Dennis de Kort via LinkedIn. Published on