Site visits often get overlooked when booking group events.
At Surf Office, we schedule site visits with hotels about once a week and always touch base with both the hotel and the client beforehand.
Naturally, we've picked up a few nuggets of information along the way - here are some hints on how to make sure you convert all the site visits into reservations:
Site visits are for confirmation, not a hard sell. Your venue’s already caught their eye – now it’s time to seal the deal.
Site visits are crucial for larger groups or full buyouts. These clients want to see the venue in person before making a final decision. Show them you’re the perfect fit.
Be completely aligned with the agency/event planner and do not share any different info with the client during their site visit. The client needs to feel fully aligned with the parties that organize their event. This gives the client extra trust that guarantees the success of their event.
Clients often just want to see one room to make sure it matches the photos. No need to show off all 14 types of rooms.
Know the event agenda and the client’s name. Nothing says “unprofessional” like an unprepared team member. It happens more often than you think.
A standout move we saw recently? A hotel put the client’s logo on the meeting room screens. Small gestures like this can make a big impact.
.jpg)
