August 25, 2019
By Anderson Conte

During the RFP process, planners already have an idea of what they’re looking for in the pre-contract site visit. But do you? When preparing for their visit, you’ll be able to deliver better service and satisfy group business prospects from the get-go, getting you closer to the close.

Below you’ll find a snippet of Cvent planners’ initial site checklist, which you can use to solidify planner relationships and drive signed contracts. It’ll give you an inside look into the planner’s perspective and how meeting and event professionals identify the perfect venue.

Here are a few things you can expect our expert planners to check off:

  • Defined method of communication
  • A response and deadline due dates
  • Description of the organization hosting the event
  • Event date/time (and possible alternatives)
  • Total square footage
  • Number of attendees and seating needs
  • Attendee demographics (if applicable)
  • Sleeping/meeting room requirements
  • Room requirements (screens for a presentation, audio, etc.)
  • Food and beverage needs
  • Parking and transportation requirements
  • Onsite management and security needs
  • Business objectives
  • Activities onsite
  • Insurance needs
  • Estimated budget

Of course, each checklist will vary depending on each event’s objectives. Some will need overnight requirements, while others will not require sleeping rooms at all. Take the opportunity to communicate with your planner during deliberation, and focus on providing the exact event experience he or she has in mind.

Learn more about increasing booked business and establishing planner loyalty at Cvent CONNECT 2016’s 100+ educational breakout sessions and enormous Exchange tradeshow. Come meet close to 3,000 leading event and hospitality professionals this June.

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