Effective event venue management

Posted on 17-09-2018

Managing an event venue is a continuous process, everyday new guests arrive to meet others, to create business or fulfill their future’s dreams or believes. These important issues call for a well organised, comfortable, ”just like home” atmosphere. Guests will not easily notice all processes behind the scenes to organise these events. Venues come in different sizes shapes and sizes, and all have different kinds of struggles. You might think small venues are easy to manage or large ones have a large workforce to meet every challenge.

All venues have different needs

Every venue and organization is different, that has been one of the principles during the development of MICE Operations. That’s why our platform has comprehensive company settings to fit the daily operations of any kind of venue.

How does it work?

After a client has confirmed its event request, the venue will receive a notification a new event has been added in Unassigned Events. In this section the manager can look into the event details and assign the event to the event planner with the best skills for this particular event.

All events in MICE Operations have to be assigned to an event planner to appear in Upcoming Events. We believe that a single primary contact at the venue will dramatically improve the client’s experience and reduce miscommunication in the process. While other planners will still be able to work on the event and communicate with the client, only the assigned event planner and client contacts will be personally notified of any updates.

After a sale or a regular group returns with its usual booking, your venue’s event planner can add the event and design the timeline. The client will receive an event confirmation and a personal account to check the schedule and required amenities on MICE Operations. If any details are incorrect, the client can adjust them right away or post a message using the event’s message board.

Get it organized

Communication is the key to the success of an event, but in many cases communication is a source for problems. Messages are passed on to the wrong person or not interpreted incorrectly when discussed in person or on the phone. Because of the variety of communication tools, it’s hard to organize all received information and process it in the event script.

Event planners and operational departments have a quick overview of all events today, this week or within a different time range. They can unfold the event’s activities for a quick peek, right from the overview. After selecting an event the event’s dashboard will appear. The event dashboard includes the event timeline, message board, last updates, contact details, the cost summary, and detailed schedule.

The event timeline allows the client and event planner to design a meeting together from start to finish, select a package, add activities or products and add memos to clarify. The message board makes it possible to communicate with clients and to insert telephone transcripts and e-mail messages to make sure all communication is available in one place. The event log shows the entire history of changes for the event and will link directly to the change.

All information comes together in event reports, where it is automatically transformed into a cost summary and detailed schedule. Not a single bit of information has to be re-entered to generate the reports. If something changes, the platform will instantly update the event report automatically, so all information is accurate and everyone is on the same page.