Technology certainly makes it easy for event planners to make all the arrangements for an event, utilize the latest equipment, and market and promote their event, but there is still something to be said for the personal, one-on-one networking and attention you get when dealing with someone you know face-to-face.
The Issue with Technology
With the advent of online forums, email templates, and social media websites, everything we knew about salesmanship and customers has been lost. Now, hotels are bombarded with so many online requests from planners that they often don’t respond unless they know who you are. John Rovie, event sales manager of the Broadmoor in Colorado Springs, says, “For the hotel industry, it’s a real problem and can even be considered lead spam. Because we get so many requests, we have to prioritize to whom we send an answer. We can’t take every lead seriously because we know that an event planner sends out requests to dozens of different hotels. These bookings coming through online platforms can be a real problem for hotel event sales staff, as no one really understands what the real requirements are.”
The Personal Touch is Important
Even so, online booking tools are helpful to event planners. Without having these tools available, suppliers could easily lose a lot of business. The consensus is that it should also be about creating lasting business relations, through one-on-one contact.
The Solution
The answer lies in not using technology as your sole event-planning tool but blending it with human interaction. As an event planner, you will not get the best value, receive answers to your questions, or even be able to offer the best service to your own clients by solely using online requests and platforms.
Contact the suppliers through their online email form, and then follow up with them by phone to see what their exact needs are. In the case of clients, a follow-up call is important to figure out what type of venue and technology they need, so you can make the exact arrangements.
Services of Which You Are Not Even Aware
When dealing with a supplier, often an event planner isn’t even aware of all the services offered unless they establish personal relationships. In many cases, the right supplier can fit the event planner’s needs, no matter what state or country the services are needed in, as qualified suppliers have direct relationships with hundreds of hotels around the world. That is just one aspect of service you cannot expect simply from submitting an online form.
Many event suppliers even offer one-stop shopping opportunities by connecting you with event productions, caterers, staff and other entertainment options that you probably would not have access to by just searching their website.
In-Person Connections Make the Process Smoother and Faster
In-person connections give event professionals the ability to streamline their needs, have better selections, and help them make faster decisions as to what they can offer their customers, thereby saving time and money. When referring to a client, an in-person contact helps verify the event dates, times, and speaker information.
Mixing technology with old-fashioned salesmanship is the best solution for everyone’s needs. It’s the most effective and time-efficient way of negotiating event planner and supplier relationships.