Have you just hit ‘send’ on that email, or are you thinking about it? It is natural to wonder what happens next. You are about to hand over a significant project, and you need to know you are in safe, professional hands.
Well, you are in the right place to discover our method.
(A quick, shameless plug: info@exevents.co.uk!)
The Crucial First Step: Tailored Communication
We aim to reply to your initial email on the same working day. But here is the critical part: do not expect a list of random venues straight away. We are a bespoke agency, and we refuse to waste your time with unsuitable options.
Therefore, expect us to ask you quite a few questions. To be as detailed and precise as possible from the very start, we need to know your real objective, your non-negotiable dates, and your budget parameters. Even better, we can schedule an introductory call to get to know each other better and ensure we are perfectly aligned.
Pro Tip:
If you are reading this before sending the email, include as many details as possible to speed up the process. If you have nothing but a vague idea, that is fine too – we excel at projecting your event from scratch!
Defining the Partnership: Venue Finding or Event Management?
Venue Finding
If you just need help finding a venue, we will handle the research, the initial communication, and the complex enquiries with venues on your behalf. We present you with the best options and then make a full introduction. The final booking and event management are then passed over to you. Do not worry, though; we will always check in throughout and after the event!
Event Management
This is where we become an extension of your team. We follow you step-by-step from the initial enquiry right through to the post-event feedback. You do not need to worry about anything; we manage the entire project lifecycle.
And if you aren’t quite sure what level of support you will need from the get-go – that’s okay too! We can help on a venue finding basis initially, and if you realise that the scope of the event is larger than you had anticipated – we can come fully on board and confirm the event and venue with you on an event management basis.
From Proposal to Party: The Planning Journey
In just a few days, we will share a detailed bespoke proposal. This will feature a shortlist of different options that will all be available and work well for your event. Rest assured, we contact numerous venues on your behalf, and we will even let you know why certain others didn’t make the cut – we hide nothing.
Next, the ball is back in your court for shortlisting. We highly recommend site visits where possible as images can never do a space justice and you can only really get a feel for the space in person. Once you have made a decision, we’ll take care of the booking confirmation for you, with the process depending on which service we’re assisting you with.
If we are working together with you on this project with our Event Management service – the planning doesn’t stop here! Once the venue is secured, we move swiftly on to entertainment, catering, AV, and all the other bespoke details necessary to craft a truly great event. We will work together with you to ensure all deadlines are met, and that the plan for the day aligns with your vision.
After months of meticulous planning, it is Showtime. We will handle every logistical element on the day. Everything will run seamlessly, built upon the great connection between our team, the venue team, and all external suppliers. Coordination is key, and we guarantee flawless execution.
Finally, after the event, we will schedule a debrief call to go over your feedback – what went well and what could we do better for next time!
Ready to see how seamless your event planning can be?
