How to Onboard Clients for Hotel Events
4 Questions to Set the Stage for Better Experiences
Clients don’t always know exactly what they want or need for their upcoming event.
In fact, whether it’s a private individual or a corporate client, they may have very little idea about what it takes to throw a flawless event and everything that has to be in place to make it all come together. That’s one reason why they turn to hotel events experts.
It’s also why the most experienced events pros ask some specific questions when they’re onboarding new clients.
4 Questions to Ask Hotel Events Clients
Dialing in the theme, the scene, and the vibe for a hotel event can take some pointed questions to get clients thinking about what they (and their guests) want and expect.
Beyond that, the following onboarding questions can also help events production teams get ahead of potential issues, put some backup plans in place, and assemble all of the necessary components — with some unique touches and thoughtful details — to create truly amazing events.
1. What’s the budget?
Ask about the budget first, so it can inform your recommendations and set some definitive parameters for the types of sound, talent, and events extras you offer.
When discussing the budget, nail down any upper or lower limits that clients are working with, asking about potential approvals or processes they may need to go through on their end, particularly if you’re working with corporate clients (and their purchase order systems).
2. What musical vibe do you envision?
Does the event need background music that guests can talk over? Is this more of a party or celebration with a festive vibe? Or is it some combination thereof?
Step one is to figure out what type of sound will enhance the event by figuring out what’s going on, who’s attending, and what the client has in mind. Even if they don’t have a clear idea of the music or sound they specifically want, they may be able to define what they don’t want, giving you a clear starting point to dial in the sound, music, and entertainment needs for that event.
3. Will anyone be giving a speech?
Company owners, award winners, proud guests, and others may all want to take the mic at some point during an event and share some words. If there’s ANY chance that’s going to happen, it’s best to know that ASAP. It’s also best to assume this will happen if you’re unsure (it’s better to be safe than sorry here).
If speeches are anticipated, the right equipment — from microphones to mixers and speakers — can be on hand, ready to go and amplify those impromptu speeches, so they enhance the event, instead of causing extra sound headaches and distracting hiccups.
4. Will your event span multiple rooms or areas?
Will it be an outdoor-indoor event? Will the party start in one area and then move into another for a second phase?
The progression of an event and where it takes place are crucial to consider when it comes to sound, music, entertainment, and more. Depending on the event, the beginning, middle, and end of the party can have totally unique sound needs — and an experienced professional can balance it all, moving seamlessly through each phase to create an ultra-harmonious experience for fun and more formal events alike.
Beyond Onboarding: The Next Steps
Strategic questions in the client onboarding process can empower events professionals with the information they need to bring the perfect sound to their clients’ events.
Along with that, an experienced sound and events partner working behind the scenes can make all of the difference, delivering turnkey solutions and next-level sound to amplify any event to all new levels of awesome.
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Onboarding clients for hotel events is one thing we know a whole lot about — but it’s not the only one.
