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, adjust heating 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 to match 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 the event 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 additional spaces, 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 room capacities, 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 a refreshment. 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. Being efficient 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, and any 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, or handwritten note. Thoughtful details can leave a lasting impression without feeling over the top.
Tip: These suggestions are meant to enhance your show rounds, not replace your current approach. Even experienced hosts can use small tweaks to make visits more engaging and memorable.
