Hotel event management can be a complicated process. There’s enough that goes into event planning as it is, but when you add a hotel into the mix, all kinds of new elements come into play.
Managing special events at a hotel requires careful planning and attention to detail to ensure that everything runs smoothly and meets the expectations of your guests and clients. When you run a hotel event, you need to keep the event planning process running smoothly while also keeping your hotel functioning properly at the same time.
To help you make your next event a success, here are a few of the best event management tips for hotel events professionals.
12 Top Tips for Hotel Management
Understand Your Client's Needs
Start by thoroughly understanding your client's vision and requirements for the event. Ask detailed questions to gather all necessary information.
The event industry is fast-paced, and each client will have unique requests and ideas for their event. If you want to make each hotel event truly special for your guests, then you’ll need to be flexible around your client's needs and interests.
Of course, this involves establishing a fine line between sticking to your standard event management system and catering to unique needs.
Create a Detailed Event Plan
Your event management plan serves as the roadmap for executing the event. You need to get this right if you’re going to excel in putting the event together.
Develop a comprehensive event plan that outlines every aspect of the event, including timelines, budgets, and responsibilities. Share this plan with your team and the client.
Ensure the event management plan is tied to a calendar, and includes clear steps that you can follow for successfully executing the event. The more detailed your event management plan is, the easier it will be to cover every event detail and execute the event perfectly. Using the right event management software solution to help you create this plan can be incredibly useful.
Communication is Key
There can be many different people involved in hotel events. So, make sure that you have a solid system in place for keeping everyone in the loop.
Maintain open and regular communication with your client, vendors, and your hotel staff. Clear communication ensures everyone is on the same page.
It’s a good idea to use dedicated communication channels for specific people and make it clear what these channels are and how you intend to use them. When you know how to get in touch with everyone, and they know how to get in touch with you, executing your event seamlessly becomes a lot easier.
Again, using the right hotel event management software can often make communications more effective.
Select the Right Venue
When it comes to putting together a successful event, the venue is everything.
Of course, all upcoming events will be held at your hotel. However, this doesn't mean you need to use the same room and environment for each event. Consider the different spaces you have available and how each space could be set up for unique event experiences.
Choose the most appropriate venue within your hotel for the event based on the size and type of event, ensuring it meets all technical and aesthetic requirements. The more variety you have available in different event spaces, the greater the number of event types you can accommodate. This is important if you want to maximize on event clients.
Gather Experienced Staff
The people behind your event are arguably the most important aspect of your event's success. So, make sure you have a carefully selected, experienced team to match the needs of each event.
Assemble a team of experienced and skilled event professionals who can handle different aspects of the event, from catering to AV equipment setup. Understand all of the skills your staff members possess, and understand what skills and services may need to be outsourced. When you have this information already mapped out, selecting a perfect event team becomes a far smoother process.
Using reliable employee scheduling software can make this process a lot easier.
Use Software to Automate Tasks
One of the best hotel event management tips is to make the most of software to automate time-consuming tasks. This tip should be embraced by anyone in the hospitality industry.
The right hotel event management software can save you hours by automating repetitive tasks. This could include generating banquet event orders (BEOs), helping you create professional proposals, and speeding up other manual processes you might struggle with.
All kinds of event activities can be streamlined by utilizing the right software solution. And this doesn’t only apply to automating certain documents.
For example, you can streamline processes around event sales, the booking process and payment processing, managing incoming leads, and so on. Using the right customer relationship management (CRM) system can be a game-changer for improving customer experiences and making your life easier.
So, when planning an event, ask yourself what tasks you’re spending the most time on and consider what automation possibilities exist. Chances are, there’s a software solution available that can make your life a lot easier.
Think About Profitability
Yes, events are designed to be fun. However, any successful event business knows that fun isn’t what will deem your event a success.
When event managers plan events, they do it with a clear goal in mind. Make sure the event works toward this goal and focuses on profitability at the end of the event. This requires careful budgeting and control of the event’s resources.
While you can always add extra elements to the event, the hotel event manager needs to understand when to cut back to help the event achieve its goal.
Use the Right Technology and AV Support
Ensure that your hotel has state-of-the-art audiovisual equipment and technical support available to handle presentations, sound, and lighting.
The last thing you want is for the hotel event planner to get stuck when trying to use AV equipment on the event day. Always do a run-through of any equipment that needs to be used, and ensure everyone using has a complete understanding of what to do.
Focus on the Right Event Size
When it comes to any events business, size matters.
The more people you’re able to bring to your event, the more money the event can make. It’s a simple concept.
So, ideally, the hotel industry should be looking towards larger events if they want to generate as much revenue as possible. This means making larger spaces available for events and preparing bar staff and catering teams who can handle bigger functions.
However, that doesn't mean that smaller events aren't worthwhile. If your hotel tends to host smaller events, it could be worth focusing more on the luxury element of the event to charge a higher premium. You’ll have to make up the difference in attendance somehow.
Consider all Other Amenities
When you host a hotel event, your attendees will probably expect a lot more from your venue than just the event.
Chances are, many attendees will want to book a room for the night. They might also want to use your restaurant, spa, pool, and any other facilities that the hotel offers.
So, when you have an event, make sure that your facilities are ready for the size of the event. Don't only focus on preparing your event space, but ensure the rest of the hotel is ready to accommodate an increased number of guests when your event starts. This could involve adding additional staff to other areas of the hotel if it’s a big event.
Prioritize Multi-Day Events
Multi-day events are gold for any hotel event space. This is because longer events offer more room for profits compared to short one-day conferences or gatherings.
With a multi-day event, guests will want rooms, food, and an event space for longer periods. This can help you generate a lot more revenue from the event.
Sure, multi-day events are more complex to manage, and they can add confusion to your regular hotel booking calendar. However, when you plan them carefully, these events can offer a lot more value to any hotel.
Logistics and Transportation
Consider transportation and logistical arrangements for attendees, especially if the event involves out-of-town guests.
You may need to bring people to the hotel from various locations. You might also need a dedicated ‘runner’ to transport things to the hotel during the event preparation.
Make sure that you have enough transport available to meet the requirements of your specific event.
The events industry and the hotel industry are often closely linked. Managing an event in a hotel can be a unique experience, so it’s important to know the best tactics to follow. The tips above should help any hotel event, of any size, be more successful.
A key part of successful event management is using the right event management software. Try Perfect Venue for free to see how the all-in-one platform can streamline your hotel event management operations.