How to Prevent Disaster for Your Next Business Event
If your business is one of the many types of businesses that thrive off of the success of events, read on to find out what can cause problems for your business events, how to prevent them, and tips for success. Whether your event is a presentation, a trade show, or a convention, they are usually make or break; you don’t get a “do over” and there usually isn’t a “next time” because the opportunity for getting sales or promoting your business has passed for that event. This article will feature tips on preventing a disaster for your next business event.
Tips for Selecting a Venue for Your Business Event
One of the most influential factors for a successful business event is the venue. Selecting the right venue can make all the difference in the world, and the wrong venue can spell disaster. The infographic above outlines what planners suggest to look out before selecting a venue. Here are the recommendations from event planners:
- 85% say review the hotel or event space diagrams.The layout can make a big difference in whether there is enough space for the event. It also helps you figure out what other supporting accessories you will need including tables, chairs, stage, podium, room separators, etc.
- 84% say check room capacities.During the time you are having the event, are there enough rooms at the event hotel or nearby hotels to accommodate your attendees? Another thing to consider along with room capacity is transportation from the hotel to the event, if it is off site. It is also important to ask about any construction or changes that might go on before or during your event.
- 75% say to visit the site in person.This is especially helpful if your event layout is complicated or needs specifics. In person you can measure rooms and design the layout to ensure everything is going to fit and be set up correctly.
- 71% say submit an RFP.RFP stands for a Request for Proposal. This gives you an outline of available dates, pricing, and a starting point for negotiations. An RFP also lets the venue know that you are likely asking for other RFPs, so chances are their proposal will be more competitive than if you were to just ask for even pricing without requesting a formal proposal. RFPs usually include more details and information than pricing alone, so you have details in writing.
- 65% say review the location on a map.If you are not familiar with the area, look up your location on Google Maps. What surrounds it? You can learn a lot from this simple step. Will you be close to the airport if attendees are flying in? What is close to the venue? Is it residential? What types of neighborhoods are nearby? Is it a business district? If it is, know that usually everything is closed after business hours and on weekends which makes it difficult for attendees to see or do anything after the event. Are there restaurants nearby and other businesses that attendees might find convenient?
- 53% say review room diagrams.If this is an event associated with travel and an overnight stay for attendees, make sure that the rooms offered to attendees are up to par. In addition to diagrams, you can usually see pictures of the rooms online to confirm that the amenities are adequate too.
In addition to the points above in the infographic, it is important to get a guarantee from the venue that there are not any other bookings during the time of your event. If there are other events, is there enough room or will it make the venue too crowded. Waiting for elevators and crowded restaurants can cause your attendees to have a bad experience. Is there a backup plan available? What if something happens to the venue you have booked that is out of your and their control? It is always a good idea to have a backup ready just in case so that you can be prepared even when others are not.
Tips for Successful Business Events
Besides preventing the bad things from happening, you should also plan for success. Often this comes with time and putting on events regularly. However, you can also set your business event up for success with careful planning. One of the best things you can do is offer branded merchandise for your staff and promotional product giveaways for your attendees. Even staff should wear branded clothing for the event so that they can be easily identified. Attendees at business events often expect to get promotional products or branded gifts whether they are simple pens with the event logo on, name badges, reusable bags for carrying event materials, or other coveted merchandise “swag”, there are a few rules to follow. At GoPromotional, we have had years of experience providing promotional products for business events. Our three keys for success with business branded gifts are 1.) the promotional product should represent your business well, 2.) it should be useful to the recipient, and 3.) make sure it is something that reminds people about your business, the event, and what you do.