If only they would...

So, you know where you want your event to be, and you have a very clear picture of how it should happen. You also know what you expect from your chosen venue. But have you considered what they expect from you? Is it possible, that by doing something differently, you could help your chosen venue to help you even more? Asking various hotels and conference venues the question, 'What could event bookers and PAs do differently,' revealed some fascinating answers.

The over-riding message is that it's vital to be well briefed before you pick up the phone to a hotel to enquire about a booking. Ask your manager what the aim of the event is, and why they want certain things. Weeks before the board meeting they may ask you to organise a working sandwich lunch, but on the day you realise they would prefer to stretch their legs, and eat in the restaurant. With a little digging to discover the reasons for their choices you can make sure they have thought it through properly, and are making the right decision.

Save everyone's time by making sure you have all these details before you contact the venue: the date, any flexibility on the date, the number of delegates, the purpose of the event, budget, accommodation requirements, catering requirements, contact name on the day, any VIPs in the group, and IT equipment needs. If calling a hotel group or venue search firm, have a list of your top three location preferences.

Hotel groups also advise early planning. Managers do not always understand the need to get cracking as soon as possible on event organising, but the earlier the better as far as venues are concerned. That way you can build a good relationship with the hotel's events team, visit the venue at least once, and make sure your event will fit the location.

Another clear message from venue managers - PAs and secretaries don't make enough use of our expertise! The hotel's event team can offer the benefit of their experience, and make suggestions on what works well at their premises. Knowing their venues as they do, staff can give great tips on how to add an extra sparkle to your event. They also have contacts for staging companies, photographers, entertainers, etc, all of whom will be familiar with the venue too. This can save you time and hassle.

And if you don't see exactly what you want - ask! Hotel managers report that event bookers should not be afraid to request special, tailor-made elements. If you receive a brochure or check the website, and you don't see the room layout or menu you want, just ask whether you can make changes. Most venues will be happy to discuss bespoke items.

One venue manager recommends using a spreadsheet to keep track of delegates' movements. Putting in attendees' names, the days of the event, and then separating out breakfast, lunch, dinner and accommodation for each day makes it easy to see how many to expect for each meal and room night, and when delegates are on site. Share this with the hotel, and it will save confusion over bookings - and the final bill!

And finally, when all the arrangements are in place, go through everything with your manager - particularly if you will not be attending the event. Hotel staff reported that it's not uncommon for the lead delegate to arrive on the day, to discover their booking is quite different from what he or she believed. So, stand over your manager and make sure they're aware of every detail to minimise surprises on the day.