Hosting private functions and events is a great way to attract people to your venue, and a popular occasion in the hospitality business industry. Prepare to host functions like a pro with these important tips.
1. Get the Venue Ready for the Event
Position your venue as the ideal choice for the type of event or private function. Often the choice of the event – wedding reception, book launch, wine and dine function and so on – is determined based on the venue’s location, amenities, and relevance.
Invest in professional and relevant décor, catering and entertainment to attract the market you want to the private function and showcase the venue at its best.
2. Create an Attractive Presentation
Include all the information that a prospective event host will need, from the space available to catering and entertainment options. Be as specific as possible in your event function packages.
Make sure you add great photography and shots of the venue and location and showcase its advantages and selling points for private functions. It is best to document all details and have information ready in advance to prevent booking cancellations.
3. Do a Checklist Before the Function
Have a simple checklist to run through with the staff and event planners before the function. Brief the team and make sure everything is covered: table arrangements, menu options, bar tab limits, entertainment choices, guests lists etcetera.
4. Have a Strong Bookings Policy
Be clear and specific about what is covered and what is not in your event agreement. Highlight anything that clients need to provide, arrange or hire. That said, never accept a booking without an event agreement and a deposit.
Include payment terms and timelines for deposit and balances. The deposit should be paid on the signed agreement to guarantee the booking and should cover all the additional costs incurred at the venue.
5. Follow up to receive feedback
After the function always follow up to get feedback and referrals from the event host. Feedback is important to gauge the success of your next functions and make the necessary venue adjustments to accommodate the guests’ needs. Testimonials are essentials to secure future bookings.
At Yours Eventfully, corporate functions and private events are our priority. Make your corporate event memorable with our professional bespoke solutions, comprising of staging, décor, design, coordination, gifting and everything in between.
Our team has over ten years of experience in the event and exhibition industries, making Yours Eventfully the perfect fit for the perfect function.