When your client wants quotes on venues etc, you really need to get a very firm idea of just how much they are prepared to spend. DON’T fall into the trap of thinking they will be happy with what you provide, just because they are friendly and easy to get along with. At the end of the day you are going out to spend their money and they really want exceptional value for every cent you spend. Even if you are checking out Venues for yourself, do yourself a favor, get a budget AND stick to it.
Keep asking questions until you feel you are truly confident there will be no hidden charges. No two venues are the same, do your homework – it is the only way to keep within the budget you have set. Venue staff often assume the prospective client is educated in what aspects to look for in a venue, if you are new to this then please keep asking question to makesure you have covered all possible contingencies. You don’t to get hit with a mass of charges you didn’t know about.
You Budget may include some of the following
- Accommodation
- Transport
- Flowers
- Catering
- Equipment Hire
- Gifts and more
Try to offer the client more than one option….
You may have the most fantastic and creative ideas possible but unbeknown to you the client may just not have the financial resources to cover that. People can get embarrassed if they are put in a corner and have to declare they cannot afford something – the best way I have found is to offer the client at least two choices.
The first one is suited to a more modest budget and the second is the one which gives the WOW factor. During discussions be prepared for the client to adjust both offers to save some money and also include some of your more expensive and creative ideas. Everyone wins.
Remember the idea is to make a profit….
I have seen people who are new to event and budget planning spend way too much money – in fact you may be surprised to know many don’t even have a budget to begin with. Don’t get caught in this trap!! Before you know what has happened all potential profit may have been spent and even some extra cash needed to cover expenses. It does happen – don’t let it happen to you. GET A BUDGET.
Ask for Discount or special offers….
Times have changed, money is not as easy to get and keep as it was a while ago. Clients are worth gold and any sensible venue manager will make every effort to gain a new client, and more importantly keep them. HEY!! That’s you. You are the new client knocking on their door offering to pay them money. They like you. They want to please you.
Don’t be to shy too ask for any discount, concessions on catering, parking, equipment, accommodation etc etc etc. Tell them you are looking to become a more regular client in the future. Offer referrals if you can. Be genuine, this is business and we can all help each other out. You help them – they’ll help you.
I also believe it’s essential to have an event and budget planning checklist. ROOM HIRE TIP
It’s common practice for Venues to charge a separate day and evening rate. DON’T just assume you have access to the room at night if you have an event over consecutive days. You REALLY need to clarify at the time of enquiry whether or not your booking includes the evening.
- If you need two days (or more) you may have to pay for the evening just to reserve the room, naturally this will increase your expenses. Some venues do include the evenings as part of the day rate when there are consecutive days so look around before you commit.
- At worst you will be asked to vacate the room at the end of the day as they have a new client for that evening. This really is terrible as you have to totally pack your room up, find somewhere for storage then arrive really early the next day to reset your room. This did happen to me once!
- I can tell you from my experience it’s highly probable the cleaners will not have had a chance to clean the room from the night before. Because you need to reset so early be prepared for anything. Take cleaning products with you and bags for any rubbish left over from the client the night before.
Event and budget planning is one of the most important aspects of your job. Whether you are sourcing a venue for a meeting, training or conference your really must become clear on your budget before you start making decisions.
I highly encourage your to get your event and budget planning under control. Life will be so much easier for you when you know exactly how much money you have to spend on the various items needed.
