What event planners and venues need to know before a site visit

Senior planners and venue directors took part in a panel discussion at C&IT's US Forum.

A mixture of event planners and venue directors were part of a discussion panel at C&IT’s US Forum at Chewton Glen, discussing the relationship between planners and suppliers. 

During the panel, they discussed how the business relationship between venues and planners could be improved, how you know if a hotel is right for a large group, the importance of site inspections and how event planners can provide the right kind of information up front. 

On the event planner side were Carol Davis, owner of CPER Productions and Incentives and Amy Zellmer, VP of meetings and incentives at GMR Marketing. Speaking for the venues/suppliers were Julia Mastrogiannaki, director of group and event sales at Fairmont Monte Carlo and Lisa Lernoux-Dock, sales director MICE at Iconic Luxury Hotels. Moderating the panel was C&IT’s editor Calum Di Lieto. 

Davis said: "I think one of the the biggest issues is the lack of communication between the sales and marketing teams of venues in trying to work with the RFPs. 

"When a planner goes on a site visit, there are certain things that we’re looking for. We’re not usually looking for things that work well, we’re looking for the things that are going to create problems. It’s a lack of understanding about who we are as planners and what we’re doing."

Mastrogiannaki gave her opinion, saying: "I think it comes down to the quality of the training of the salespeople, especially in a place like London where you have such crazy turnover. It is really challenging sometimes to keep those junior salespeople trained to the same extent. 

"Something that helps is to take five or 10 minutes before the site visit begins to sit down and go over their requirements and make sure you know exactly what they’re trying to achieve. Explain what you’re going to cover and confirm if this is what the client had in mind. That way, we all know what we’re doing."

Watch the full panel discussion in the video above.

For more features and breaking news sign up to C&IT Magazine's daily Newstracker here.

Have you registered with us yet?

Register now to enjoy more articles
and free email bulletins.

Register now
Already registered?
Sign in

Why Prague should top your post-pandemic Czech-list

This fairytale-like capital offers the perfect blend of city style, sophisticated hotels and a wealth of green spaces to enjoy

RSVP podcast Ep2: Afterparties, swarms of bats and a masked vigilante

RSVP podcast Ep2: Afterparties, swarms of bats and a masked vigilante

This week's special guest is Elena Clowes, co-founder of Event First Steps.

New commercial director for Production Bureau

New commercial director for Production Bureau

Norfolk-based agency adds to its leadership team in preparation for a business rebuild after COVID-19.

Working hours have increased by 22% for those still at work

Working hours have increased by 22% for those still at work

Majority of event professionals say their employer has 'not taken an active role' in improving their wellbeing, finds Stress Matters survey.

LIVE UPDATES: IBTM Americas goes digital

LIVE UPDATES: IBTM Americas goes digital

Find out which countries are on partial or national lockdown, what travel restrictions are in place and what size gatherings are allowed.

Will IMEX America go ahead in September?

Will IMEX America go ahead in September?

The annual event industry trade show takes place in Las Vegas, which is reopening its casinos today.

#BlackLivesMatter: The event industry needs to wake up

#BlackLivesMatter: The event industry needs to wake up

C&IT’s editor calls for the industry to respond to the issues raised by George Floyd’s death.

Bright lights, big city: A three-day immersive event in Shanghai

Bright lights, big city: A three-day immersive event in Shanghai

BCD Meetings & Events organised a conference for the APAC leadership team of a lighting manufacturer.

How to prevent video-conference fatigue

How to prevent video-conference fatigue

All Zoomed-out and WebEx-hausted? Here's some advice from the president of the International Association of Speakers Bureaus.

'Being bold involves risk and that’s OK'

'Being bold involves risk and that’s OK'

Creative director Robert Dunsmore says drive-in cinemas are a great example of repurposing old ideas to meet new challenges.