Why We’re Sharing This Blog
At Switch, we know that running events and showing clients your venue can sometimes feel tricky — even for experienced hosts. That’s why we’ve put together these 10 practical tips and a handy checklist: to help you make client tours smoother, more engaging, and memorable. Our goal is to support you in unlocking your venue’s full potential and giving your clients the confidence to say “yes” to their event.
Working in the events industry for over 13 years, our Customer Success Manager Emily Walker has attended her fair share of show rounds — and she’s sharing the small touches that make a big difference.
Hosting a Great Show Round: 10 Tips to Make Your VenueShine
Even if you run events regularly, giving a tour of yourvenue is a unique opportunity to showcase your space and help clients envision
their event. These 10 tips are suggestions to enhance your show rounds and make
them even more memorable.
1. Understand Their Goals
Before the visit, ask what kind of event they’re planning —workshop, private party, fundraiser, or other. Knowing their objectives helps
you highlight the aspects of your venue that best fit their vision.
2. Set the Scene
Small touches make a big difference. Turn on lights, adjustheating or cooling, and make sure the space feels clean and welcoming. First
impressions help clients imagine their event in your space.
3. Help Them Visualise
If feasible, arrange tables, chairs, or key features tomatch different event styles. If not, photos or a simple floor plan can help
clients picture the possibilities.
4. Walk the Guest Journey
Guide them through the venue as if they were attending theevent themselves. Point out key areas and the flow from one space to another —
it helps clients see the experience from an attendee’s perspective.
5. Highlight Options
If your venue offers alternative layouts or additionalspaces, point them out. Suggesting different possibilities can spark new ideas
and show the flexibility of your venue.
6. Know Your Essentials
Be ready to answer practical questions about roomcapacities, layout options, equipment availability, or scheduling. If something
is unclear, following up promptly shows professionalism.
7. Offer a Warm Welcome
Greet clients warmly and, if appropriate, offer arefreshment. Casual conversation can uncover their needs and help you tailor
the tour to what matters most.
8. Respect Their Time
Ask how long they have for the visit and stick to it. Beingefficient demonstrates respect and professionalism, while giving clients a
clear sense of the space.
9. Follow Up Thoughtfully
Send a concise email summarising key points, next steps, andany additional information. A friendly check-in after a few days reinforces
your attentiveness.
10. Add a Memorable Touch
Consider leaving a small branded item, brochure, orhandwritten note. Thoughtful details can leave a lasting impression without
feeling over the top.
Tip: These suggestions are meant to enhance your showrounds, not replace your current approach. Even experienced hosts can use small
tweaks to make visits more engaging and memorable.