Venue finding – it isn’t just about how many can fit in the room….The venue can have a huge impact on your event. Getting this wrong can be a costly mistake. You want your guests to have a pleasant experience that’s why it is important to get this right. There is nothing worse than miserable staff, unclean toilets, poor food service and tasteless coffee. Searching for venues, obtaining proposals, conducting site visits and negotiating contracts takes considerable time. Choosing a venue can depend on many factors such as the location, date, size and type of property. Consider the message the choice of venue gives not only about your event but your organisation too. A worldwide hotel brand 5* venue is quite different to a modern high tech university lecture theatre. Maybe a practical training room in a city centre is all you need. For larger events the flow of delegates and exhibition floor plan requires working with the venue team to plan and manage this successfully. Can your delegates find their way around the venue easily or is the layout confusing? Will you need extra signage or ushers to help delegates find their way to meeting rooms? Have you considered being a mystery visitor and testing out the check in procedure or the food in advance?
Registration – efficiency is the key
In today’s world of technology registering/booking your guests should be done online wherever possible. It is by far the most efficient way of handling guest registration. Several years ago we were sent delegate details by email and then transferred everything on to a database. We used mail merge for confirmation letters and invoices all then sent by post. Unsurprisingly many documents were lost in the post and the cost of postage for the large number of delegates was notable. When we were asked to organise the conference again the following year we took the registration one step further by connecting the registration on the website directly to a database. It meant delegates would receive automatic confirmation and we could create an invoice at the click of a button. On comparing the previous year it saved four days of admin time. Since then we have continued to develop our own in house Online Registration & Invoicing System which provides:
- Simple registration
- Banquet tickets included
- Easy invoicing
- Dietary needs
- Hotel accommodation requirements
- Real-time data
- Break out session planning
Team Work – together we can make a great eventA coordinator usually has many people to work with as part of the event team. Not only should they focus on their client needs, responding to guest enquiries promptly they also need to pay attention to the detail when it comes to finalising arrangements with the venue. This is crucial, and in my experience, good venue coordinators are becoming a rarity with high turnover in the hospitality industry. Get any changes or prices in writing and check the final running order carefully. Make sure you are completely satisfied before approval as this will be the basis for your bill.
Good suppliers are worth their weight in gold. Using ground crew at the airport for International meetings can take the stress away of the ‘meet and greet’ and local transportation to and from the airport to the venue. They can alert the team at the venue that the next large group are on their way so they can be ready to greet them with a smile.
During the event you will be assigned a venue contact for each day. They are sometimes called Guest Relations Manager, Duty Manager, Front of House etc. Make sure you know who they are, how to contact them when needed and first thing in the morning that you run through the timings for each day. They are your ‘right-hand man’ so to speak so if the coffee runs low or lunch break will be late they will liaise with catering staff to get it sorted quickly. They should never be far away when you need help.
Your staff should be briefed on the venue surroundings, guests with special needs, VIPs, timings for the programme and who to contact in case of difficulties. The staff on the day will represent your team and your organisation. Have a briefing session at the start of each day to run through roles and responsibilities so they know where they need to be and when.
don’t forget to say thank you, ask for feedback and wish your guests a safe journey home.
Angie Major has over fifteen years’ experience of organising events in the healthcare industry. Angie is Managing Director of Delegant Limited (www.delegant.co.uk)
Originally published at The Journal of Clinical Research & GCP