Beyond securing Wi-Fi connectivity, successful planners know what questions to ask that will ease logistics and make their client’s event a standout. When scouting conference venues, event planners rely on their trusty site-visit checklist. By having an inquiring mind, planners will gain insights that can reduce event stress and even increase revenue. Make sure your site checklist includes some often overlooked questions to help uncover the lesser-known services conference venues are able to provide.
How can you help me generate more sponsorship revenue?
Your venue acts an event partner that can enhance your sponsorship program. Planners should meet early on with the venue’s business office and solutions managers to learn about the full range of services and revenue opportunities offered by the venue and its partners. Ask the venue what programs it has in place, and how it might offer options for your unique needs. Many hotels provide advertising platforms to supplement a conference’s sponsorship program, such as digital displays, video walls, a Wi-Fi login page, a mobile app, and an exhibitor portal.
What logistics should my client know about moving in and out of your venue?
The last thing you want is the client incurring stress on the eve of their event. Site managers typically recommend finding out the exact measurements of loading docks and elevators as well as height and weight restrictions. Tour the loading dock at a site visit, especially if it’s a venue you haven’t worked in. Take note of the number of loading docks and who else needs to use them when you do.
What type of shipping assistance can you provide our exhibitors?
Traveling far? Don’t let worries about international customs and shipping scare off potential exhibitors. Venues can introduce you and your client to a customs broker, making it a smooth experience for exhibitors. Customs brokers handle the logistics of shipping across borders and oversee all the accompanying red tape. By officially registering your meeting or event with a customs broker, exhibitors can have access to onsite customs clearance at approved venues.
Can you help us design our conference space?
Venue staff members have seen hundreds of events hosted in their space. Ask for their help in designing an atmosphere for learning and networking. A simple roof terrace can become a log cabin with a campfire. Dead-end hallway exits can be transformed into alcoves for networking lounges. Your dedicated manager is a sounding board, a starting point to unleash the event’s creative potential.