HOW APPEALING IS YOUR VENUE TO EVENT PLANNERS?
Are you the ideal venue for meeting planners?
The meetings and events industry is a lot different from how it was in 2019; the traditional competitive set is changing and your buyers have new needs, priorities and challenges. So, how does your hotel or venue compare to what event planners are looking for?
Find out by completing six simple questions and receive real-time results and insights.
*Valid for hospitality professionals only
What is your average response time for an RFP?
1 to 6 hours
I am quick!
I am quick!
6 to 15 hours
I try my best, but I do not always have time to response
I try my best, but I do not always have time to respond.
More than 15 hours
To be honest I am struggling.
To be honest I am struggling.
Planners expect their hotel partners to be quick when it comes to replying to RFPs. In fact, more than 2/3 of all RFPs sent through the Cvent Supplier Network are awarded to one of the first two respondents.
Hotels that are short on staff can speed up the RFP response process by using technology. From automatically scoring incoming leads, to providing smart default responses, technology can help you accelerate your processes and get ahead of your competitors.
Source: Cvent 2021 Planner Sourcing Report: MEA Edition and Cvent Supplier Network proprietary data.
How capable is your venue of hosting hybrid events?
Capable
We have the technology and cater to all sorts of hybrid events.
We have the technology and cater to all sorts of hybrid events.
Not capable
we do not provide any options for hybrid.
We do not provide any options for hybrid.
I’m not sure...
the topic is too complicated!
The topic is too complicated!
Although planners are tentatively returning to in-person, hybrid will help them pivot and adapt to changing travel/COVID-19 regulations. Becoming Hybrid Event Certified will make you stand out even more!
Planners are busy! It’s clear from the data that all three event formats, in-person, virtual and hybrid are essential for unpredictable times. While 40% said that they were organising in-person events, 57% of that number said that they’re organising hybrid events, a blend of in-person and virtual. In addition, 53% said that they’re organising virtual events.
Source: Cvent 2021 Planner Sourcing Report: MEA Edition and Cvent Supplier Network proprietary data
Do you currently offer virtual site visits?
No, I don’t have that capability.
I send out PDFs and try to explain details via Paint
Yes
We conduct them via zoom or similar video conferencing.
We conduct them via zoom or similar video conferencing.
Yes
We host them via a 3D tool or virtual tour software.
We host them via a 3D tool or virtual tour software.
Planners need a way to view event space if they can’t attend in person through tools such as 3D room diagramming or rendering technology.
When asked what top five elements provided by a venue would influence their venue sourcing decision for their in-person events, 31% cited virtual site visits. While planners may be sourcing for in-person, it may not always be possible for them to view the event space in-person, especially if the venue is abroad.
Source: Cvent 2021 Planner Sourcing Report: MEA Edition and Cvent Supplier Network proprietary data
How do you give planners confidence in your venue’s safety protocols?
Via my brochures
I created a sheet which we update from time to time.
I created a sheet which we update from time to time.
Via my venue website
Planners need to search for the information.
Planners need to search for the information.
All previous options
plus Group platforms such as the Cvent Supplier Network.
plus Group platforms such as the Cvent Supplier Network.
When asked to choose up to three of the biggest changes planners will make to their in-person events compared to pre-pandemic, 45% said better, safer seating arrangements.
Make sure your messaging checks the box on safety protocols and promotes your property’s commitment to a healthy environment. From there, it’s about reassuring event professionals that you can be a strong and proactive partner in their hybrid event development. On sourcing channels like the Cvent Supplier Network (CSN), ensure that your hybrid capability is clearly promoted – that includes interactive floor plans, technology, and AV capabilities.
Source: Cvent 2021 Planner Sourcing Report: MEA Edition and Cvent Supplier Network proprietary data.
Is your venue capable of configuring and designing bespoke room layouts in real-time with planners?
No
We collaborate in Files/PDFs. It is back-and-forth process.
We collaborate in Files/PDFs. It is back-and-forth process.
Yes
With free computer programmes or by hand, but it’s limited.
With free computer programmes or by hand, but it’s limited.
Yes
With event diagramming software.
With event diagramming software.
When asked what elements provided by a venue would influence their venue sourcing decisions for their in-person events, 29% said event diagramming tools to build better, safer set ups and 19% said event space layouts.
Planners’ focus on room design and configuration and event space layout suggests that hotels and venues may want to invest in collaborative event diagramming technology so they can work with planners to tailor their space for in-person and hybrid events. Ultimately, event professionals want to be reassured that your meeting space will allow for everything they need to create an enjoyable experience for both in-person and virtual attendees.
Source: Cvent 2021 Planner Sourcing Report: MEA Edition and Cvent Supplier Network proprietary data
How do you manage your room blocks?
Excel sheets
It’s a back-and-forth process.
It’s a back-and-forth process.
Reservations team
Most of the time a colleague is managing room blocks.
Most of the time a colleague is managing room blocks.
Automated technology
We use automated technology which is integrated to our CMS.
We use automated technology which is integrated to our CMS.
Planners are more and more reliant on technology to source and organise events, and the same is true for managing room blocks! Event planners are tired of the endless back and forth needed when using spreadsheets, and want to make their lives easier when dealing with hotels.
In-house room blocking tools or software help automate the whole process and makes the experience flawless for planners and hotels, but also for event guests. Using stunning booking pages, guests enjoy a simplified booking experience and can customise their stays.
Source: Cvent 2021 Planner Sourcing Report: MEA Edition and Cvent Supplier Network proprietary data.