The Three Questions You Need to Ask Your Venue Today
There are three vital but tough questions all event planners should ask their venues to give your event the best chance of success.
An event begins with a long list of questions that every planner needs to answer, from the most major to the smallest of details. We have a lot of things to consider, from finding the right location to picking Tuesday afternoon’s simple and healthy snack.
With so many boxes to check on a to-do list, sometimes the big picture questions are set aside in favour of the right-now details that need to be addressed.
Taking the time to connect with your venue’s events team, and asking them the tough questions, can make the difference between a great event and an exceptional one. Challenging yourself and your team can lead to better ideas, unique solutions and ultimately, an event to remember.
These are our top three conversation-starters to plan the perfect event
How can you help me achieve my goals?
Every great event starts with a clearly articulated goal. It might be to raise money for a particular charity, help build company camaraderie, or educate delegates on the latest trends, research or technology in a particular field.
You always know exactly what your goal is. But what if your venue doesn’t? It can be easy to forget that a venue won’t know your particular goal, and more importantly, how you’ll measure your event’s success, unless you clearly communicate it.
Asking how your venue can contribute to your goal is a great way to start a different kind of conversation with their planning team. They’ve seen a lot of events come through their doors, so they have great insights into what works and what doesn’t. Don’t hesitate to ask your event venue to share new ideas or ways to achieve your goals.
It’s a seemingly simple question. But one that could yield a whole new perspective on your event.
How can I help my delegates connect?
Identifying your event goal early is the first step to defining what a connection means for your delegates. If it’s a trade show, maybe networking and meeting as many new faces as possible is the top priority for delegates. If it’s a teambuilding event, helping employees get to know each other on a deeper, more personal level could be the kind of connection you’re after.
Asking about connections, rather than just about the space itself, could lead to a new perspective on where to host particular pieces of your event. Your venue’s event management team knows their space intimately, and can give you great advice on how to maximize the space to ensure your delegates walk away with the right kind of connections. You never know – the room with the best city views could be the right place to host an ideation session or brainstorm among delegates, but it might not be top of your list because it seemed a little too far away from the rest of the event.
Talk to your venue about ways to help make every connection a little more meaningful.
Is there technology that can help me?
Fostering connections and meeting your event’s goals can get a lot easier with the right technology in place. Working with your venue, you can find interesting or unexpected ways to incorporate technology into your events, and make sure that you’re making your event as engaging as possible.
For example, your event may be designed to encourage a sense of camaraderie and celebration between delegates. If that’s most important, something like bright, cheerful lighting can be one way to create a welcoming and vibrant atmosphere, conducive to creating memorable connections. Or, if networking is the top priority, using interactive touch screens and “gamification” as part of break-times can be something attendees use to help get new conversations started. If the event is designed to educate, using audience response systems or smartphone integration can empower guests to engage and build a collaborative, friendly experience.
There are so many new ways technology can be built into an event. So speaking with your venue’s audio visual experts is a great place to start.
Event planners live by a solid to-do list, with many decisions and priorities to keep in mind as an event takes shape. But sometimes it’s important to put the list aside, and look at the bigger picture.
You can use your venue’s event team to help keep your vision in mind. They’re as invested as you are in making sure your event goes off without a hitch and achieves your goals. Asking the right kind of questions can open up new opportunities, identify unique solutions, and find insightful or thoughtful ideas that make your event an even greater success.
Asking meaningful questions and working with the right people can make planning a great event a lot easier.
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