The initial planning phase of securing a venue starts with conducting an Event Brief. This is where I get to know my client’s vision, goals, and what they want to achieve. It's all about understanding their needs and desires.
Once I have that foundation, I dive into researching potential venues. I reach out to my trusted vendor partners, who provide invaluable insights beyond what's available online. These relationships are gold and help me pinpoint the best options quickly.
Site visits are essential. Whenever possible, I personally visit the venues to assess their suitability. I look at the layout, ambiance, lighting, and accessibility. I also think about logistics like parking and transportation. During these visits, I visualize the event flow from start to finish, ensuring every detail aligns with the event’s goals.
While the Event Brief focuses on my client's needs, the rest of the planning is centered on the attendees’ expectations and desires. I look for venues that offer convenience, unique experiences, and environments that encourage engagement and learning.
Then comes negotiation. With a solid understanding of the venue’s strengths and my client’s needs, I work to secure the best terms possible. This includes negotiating pricing, amenities, and any special requests that can make the event stand out.
Communication with my clients is key throughout this process. I keep them updated, provide options, and offer recommendations, ensuring they feel involved and confident in the decisions we’re making together.
In a nutshell, the initial planning phase is about understanding, diligent research, a personal touch, and strategic negotiation.