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events sales steps checklist for client event

Pre-Event Planning

Determine the client's event needs and goals

Collect all necessary information about the event including date, time, location, number of attendees, budget, etc.

Create a detailed event proposal outlining services, pricing, and any additional offerings

Confirm availability of event space and required amenities

Schedule a site visit with the client to tour event space and discuss logistics

Develop a timeline for the event planning process, including deadlines for key tasks and milestones

Secure necessary permits or licenses for the event

Create a detailed event schedule outlining the timeline for setup, event activities, and breakdown

Coordinate with vendors and suppliers to confirm services and pricing

Arrange for necessary equipment and technology rentals

Develop a contingency plan for potential issues or emergencies during the event

Communicate regularly with the client to provide updates on the planning process and address any questions or concerns

Event Booking

Negotiate terms and conditions of the event contract with the client

Secure a signed contract and deposit to confirm the event booking

Coordinate with other departments (catering, audiovisual, housekeeping, etc.) to ensure all event needs are met

Provide the client with a detailed event timeline and schedule of services

Set up a system for tracking event details and managing client communication

Confirm final guest count and any special requests with the client

Ensure all necessary permits and licenses are obtained for the event

Create a detailed floor plan and seating arrangement for the event

Coordinate with vendors for any additional services needed for the event (photography, entertainment, etc.)

Conduct a final walk-through of the event space with the client to finalize details

Event Execution

Assign a dedicated event coordinator to oversee all aspects of the event

Conduct a final walkthrough of the event space to ensure it is set up to the client's specifications

Coordinate with vendors and staff to ensure all elements of the event run smoothly

Provide on-site support and troubleshooting during the event

Collect feedback from the client post-event to assess satisfaction and identify areas for improvement

Maintain open communication with the client throughout the event to address any last-minute changes or concerns

Monitor event timeline and make necessary adjustments to keep everything on schedule

Ensure that all vendors and staff are following the agreed-upon timeline and responsibilities

Conduct regular check-ins with the event coordinator and key staff members to address any issues or concerns that may arise during the event

Manage any unexpected challenges or emergencies that may arise during the event, and communicate effectively with the client to find solutions

Ensure that all event materials and equipment are properly set up and functioning correctly

Oversee the breakdown and cleanup of the event space once the event has concluded

Gather final feedback from vendors, staff, and attendees to evaluate the overall success of the event

Post-Event Follow-Up

Send a thank you note to the client for choosing your hotel for their event

Follow up with the client to gather feedback and address any issues or concerns

Update event records and files for future reference

Add the client to a mailing list for future event promotions and specials

Request a review or testimonial from the client to use for marketing purposes

Schedule a debrief meeting with your team to discuss what went well and areas for improvement

Send a survey to event attendees to gather feedback on their experience

Share event highlights and photos on social media to showcase the successful event

Analyze event data and metrics to measure the event's success and ROI

Follow up with any leads or potential clients that were generated from the event

Send a formal thank you letter or gift to key stakeholders or sponsors of the event

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