In this post we will look into the position of the event planner during a site visit, as this is such an important moment in the event planning process, relevant to all parts involved.
Being an event planner on a site visit means you are in the middle.
Is there a more complicated position than this one?
As an event planner you need to own a great sum of qualities to manage different situations and business issues. And the site visit is one of that moments when you take your final exam over and over again, as you need to put in your best in order to get the business confirmed.
There are many negotiation and sales techniques that can be used, but in the end, the most important is a wide experience and right connections.
But…is there anything else that can help to ensure the success of a site visit?
We will analyse on continuation a series of situations and see what would be the best practices in each case and also understand how remote and virtual site visits can help you.
SITUATION 1
Client you are familiar with and know quite well.
You feel confident and comfortable in this relationship
Suppliers you know and trust.
You feel comfortable in this relationship.
This is the easiest scenario. You just need to act as a bond between the client and the suppliers and get them to trust each other.
The client will most probably listen to your recommendations and the suppliers will tend to be flexible and supporting.
PRO TIP: As you already know the suppliers, you can hire a remote site visit before the in person site visit, so your client can get familiar and make a first pre-selection of the suggested suppliers.
SITUATION 2
Familiar client that you know can be difficult to handle.
You feel confident, but not comfortable.
Suppliers you know and trust.
You feel comfortable.
Rely on the suppliers. Prepare very well the site visit with the suppliers and inform them well about the client’s preferences and way of acting.
Be patient to your client and use your best negotiation and people skills to manage the situation.
PRO TIP: Ask the suppliers if they have a virtual site visit so you can share it with your client and make a pre-selection.
SITUATION 3
Client you are familiar with and know quite well.
You feel confident and comfortable in this relationship
New suppliers or destination.
You don’t feel very comfortable as you have no prior experience with them.
Pay attention to the small details that give you that trusty feeling in the relationship with the suppliers. Look for a reliable partner in destination that can advise and accompany you during this process.
Explain the client it is the best choice to have a partner in destination that can help.
PRO TIP: Hire a virtual or remote site visit as a first contact so you can make a first selection. This way you save money and time and can decide with your client how to organize the in person visit.
SITUATION 4
Familiar client that you know can be difficult to handle.
You feel confident, but not comfortable.
New suppliers or destination.
You don’t feel very comfortable as you have no prior experience with them.
This is one of the most delicate situations as you feel uncomfortable on both sides.
This is where a reliable partner in destination becomes mandatory. You don’t want to risk!
Make sure you explain it correctly to the client and have him trust your decisions.
PRO TIP: Hire a virtual or remote site visit as a first contact so you can make a first selection. This way you save money and time and it’s a great way to involve your client in the process.
SITUATION 5
New client.
Polite and friendly relationship, but no clear feeling about it.
Suppliers you know and trust.
You feel comfortable in this relationship.
Rely on the suppliers to make sure you impress the client. Work together to seduce and convince.
PRO TIP: A virtual site visit can be a great way to impress and inform your client. For sure he will value your innovative way of working and the fact that you help him save money and time on the first contact with the suppliers.
SITUATION 6
New client.
Polite and friendly relationship, but no clear feeling about it.
New suppliers or destination.
You don’t feel very comfortable as you have no prior experience with them.
The most complicated scenario. First move: look for a reliable partner in destination to help you feel you step on solid ground.
Investigate as much as possible and look for references regarding the suppliers.
PRO TIP: Make sure you get as much prior info as possible before travelling to the destination. Remote site visits and virtual site visits are your best allies in order to gain destination or product knowledge before the in person site visit.
However, we cannot forget that in the end it comes to human relationships, but it is time technology comes in to help us in the process.
Face to face is crucial, but non essential travelling and many other steps during the event planning process, can be replaced with online tools like remote and virtual site visits, maintaining the same level of engagement with suppliers and venues.
Dare to step into the new era of the online event planning!!
Here is how we can help you:
- Learn more on remote and virtual site visits here.
- Check out our MICE HUB and discover selection of virtual site visits
- Discover our Integrated Solutions for Online Event Planning
