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?
Answer these 5 simple questions to find out if you’re the ideal venue planners are looking out
for.
What is your average response 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.
Lead times are front of mind for planners. Planners expect 88% of their events to happen late in summer 2023. Time is of the essence for venues to attract business.
Source: Cvent 2022 Planner Sourcing Report: October Edition and Cvent Supplier Network proprietary data
How capable is your venue of hosting virtual or 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 returning to in-person, virtual and hybrid will help them pivot and adapt to evolving planner needs. More than a third of planners still expect venues to offer event space designed for streaming. This is their top required feature.
Besides the 73% of planners who are set to run in-person events before 2024. 62% also plan to hold virtual events. This could be specific to European planners, as the region deals with the uncertainty of conflict and economic challenges.
Source: Cvent 2022 Planner Sourcing Report: October 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
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 planners source venues, detailed room specifications and layout diagrams are front of mind. In fact, access to these features is the most influential factor (44%) when planners decide to submit an RFP to a hotel or venue.
Source: Cvent 2022 Planner Sourcing Report: October 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 MICE platforms such as the Cvent Supplier Network.
plus MICE 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 enhancing safety precautions (e.g., on-site testing and social distancing protocols).
When asked which areas will see the biggest increase in budget in 2023, 80.6% of planners say safety protocols will see an increase in budget.
Source: Cvent 2022 Planner Sourcing Report: October 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 planners source venues, detailed room specifications and layout diagrams are front of mind. Planners declare they don’t want to wait to understand the venue space on offer. In fact, access to these features is the most influential factor 44% when planners decide to submit an RFP to a hotel or venue.
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 2022 Planner Sourcing Report: October 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 life 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 2022 Planner Sourcing Report: October Edition and Cvent Supplier Network proprietary data