The most common way that you can single-handedly sabotage your seminar is by booking the wrong venue. These are the most common mistakes that you can easily avoid when it comes to booking the right venue for your seminar. If you overlook any one of these when booking your venue; Congratulations! You have just successfully sabotaged your seminar.
1. Booking a Cheap Venue
If you book a venue that is inexpensive, it is generally a run-down facility in a questionable part of town that will serve to undue any incentive that the recipients of your mailer had in attending your seminar.
2. Booking an Extravagant Venue
If your venue is considered by many people in your community to be extravagant, this will also serve to turn people off from attending because they are convinced that there must be some kind of catch. For example, how can there be a free seminar about social security at the country club without them wanting something in return?
SOLUTION: Book a venue that is just right.
It should be clean, in a nice part of town, centrally located with respect to the zip codes you have mailed to, relatively well-known, easy to get to and have enough free parking in close proximity to the venue to accommodate everyone that will be attending your seminar.
3. Booking a Venue with Problematic Parking
The parking should always be FREE. NO VALET PARKING. NO PARKING METERS. If it is in a parking garage, how easy is it to get to the meeting room? Is the parking garage FREE? Is it well-lit? You should strongly consider having someone at the entrance of the building that comes in from the parking garage to meet attendees and tell them how to get to the location of your seminar or better yet, personally walk them to the room.
4. Booking a Venue that is Under Construction
Is there construction on any of the major streets and expressways or in and around the venue or at the venue itself that will ensure that your seminar will be a failure?
SOLUTION: Drive to the venue BEFORE you book it.
You must personally drive to the venue and ask yourself what your new clients will be thinking about as they drive to your seminar and walk through the facility to get to the room in which your seminar will be held. Keep the aforementioned list above as your guideline.
5. Booking a Venue that Lacks Professionalism from its Employees
If the folks that you interact with at the venue you are inquiring to book are not professional in appearance, demeanor, over the phone and most importantly, are lacking professionalism to return your phone calls, faxes and emails in a timely-fashion, you now know what to expect from them during your seminars.
You also know how your seminar attendees will be “welcomed” to the seminar. A negative first impression from the venue’s staff will destroy any opportunity that you will have to get an appointment from each attendee who is looking for reasons not to book an appointment with you.
SOLUTION: Book a venue that provides you outstanding customer service every time you work with them.
6. Booking a Venue without Noticing the Details of that Venue
Go to each of the meeting rooms to see what they look like, how the sound resonates as you speak and if the meeting rooms are well-lit. Are the tables, chairs, linens, walls, windows and carpets clean and aesthetically pleasing or will they serve as a distraction?
Is the screen large enough to display the slide show in order for all of your attendees to view it clearly? Is the screen clean, held together without duct tape and in one piece i.e. free of holes, scratches and markings or would it serve as a distraction for your audience?
SOLUTION: No detail is too small.
If your attendees’ first impressions are skewed in any direction, you need to control all of the variables that you can to skew them in the direction of booking an appointment with you and ultimately becoming your client.