I am really excited to start a new series of guest posts. I have invited some colleagues from the events industry and language industries to tell me about the tools, apps and software that they couldn’t run their businesses without. But to kick-off the series, there is a warning. As the Managing Director of Clearwater Events, Stephen Morton-Prior knows a thing or two about saving time and keeping organised. In this post, however, he asks whether recent shifts in Venue Finding have gone too far.
Technology is always developing. I now have a lady called Alexa who can switch on and off my lights, change the temperature in my house when I ask and write my shopping list. I am a technology geek….. But with events, I do have a sceptical eye for technology.
Technology that helps improve customer experiences or helps us become more efficient is always a good thing. Our solutions are always technology rich but only when they provide value and positive experiences to our clients and delegates.
With that said, there is one area of technology that I find hard to fully embrace, and this is online venue finding tools.
I understand the need for online venue finding and in theory its genius. A database of thousands of properties that can be accessed with a simple click. RFP’s sent through to selected hotels quickly. And responses pre-populated into templates ready for client submission. What’s not to love about that?
There are many large agencies using these tools. Contentiously, you often get an ‘official’ and an ‘off the record response’. Officially, the tools are a procurement dream. Pre-negotiated rates can be loaded for venues and preferred venues and suppliers can be accessed. They provide data, reporting and a quick and simple solution for teams with multiple events to source. However, the systems are typically only as good as the users operating them and their success relies on compliance from all.
The off the record response is often rather different. With the systems only being as good as the users, there is an assumption that everyone has an understanding of what to do. There are many examples where enquiries have not been responded to or RFP’s sent to the wrong venues or wrong clients.
I can forgive all this. Training offers compliance. Where I struggle is the personal experience. I find the best rates and deals come from picking up the phone and talking. Building a relationship between the venue and the Event Manager is key in finding the right solution. What might not work on paper, might work once a conversation takes place.
Events are highly personal. And this experience starts with venue finding. Picking up the phone helps allows me to discuss out of the box solutions, negotiate and discuss the best way to deliver a client experience that goes above and beyond. Albeit a small event for 10 guests or a large conference for 500.
Of course, we use technology, the wonderful world wide web is a fabulous tool for sourcing new and exciting venues. My fear with online sourcing tools is that they are only as good as the information inputted and I wonder if the client comes away with the best venue for their event?
I think there is a need and a requirement for online venue finding, especially in procurement driven scenarios. But I would suggest combining these tools with my top tips:
- Do your research. Use your tool but, explore your options. Industry magazines, the web and recommendations will give you an edge.
- Remember that your competitors are likely to use the similar online tools with access to the same venues.
- When venues get multiple briefs for the same event, you don’t see the rates go down. You see a rate go up, locked in for all agencies.
- Ironically, the client might therefore select an agency based on their relationship (relationships are key).
- Build relationships. Online tools and email are easy but they don’t promote interaction. Pick up the phone and build a relationship.
- In a pitch with multiple agencies, try and find at least one unique option.
- A good relationship will lead to lower rates and an overall better option. It will allow you to access value adds and options perhaps not considered by competitors.
- Don’t be afraid to negotiate. It is expected. Be prepared to walk away and look for other venue options.