Posted in: DeSouza Associates tips-Industry Insights

Providing a Tailored and Professional Event Proposal

When receiving a venue search enquiry from a client there are a number of steps a venue finder needs to go through to ensure a detailed and relevant corporate event proposal can be produced and sent back within an approved timescale.

At DeSouza Associates, we pride ourselves on providing clients with a free customised corporate event proposal tailored specifically for their event and this is how we do it!

Firstly understanding an event brief; we get to know our client’s needs plus their likes and dislikes which will help with the venue search and determine what types of venues to contact.

It is always much easier to work from a comprehensive brief where a client can provide all of the following details:

Event dates
Location
Numbers
Event schedule
Food & drink requirements
AV
Budget
Type & style of venue

We have to ensure all the relevant enquiry information is relayed to each of the venues in order for them to quote back competitively and correctly.

Venue Search

Next comes the venue search and depending on how vague or in-depth the event brief we will decide on how many venues to contact.

At DeSouza Associates we use our on line portal alongside our years of venue knowledge to choose which venues are suitable to send the event brief to. Also the venue we consider must match the clients brief and budget to ensure the final corporate event proposal is both realistic and commercially viable.

You can learn more about our venue finding service here.

Venue Response

Then it is a waiting game for venues to respond. This can take some time as the venues may be responding to other requests or chasing other bookings so that they can offer the space for our booking. If it is a larger booking it can take the venue a little longer to respond to ensure all the information is collated.

Once venue responses have been received, every bit of information needs to be checked and re-checked to ensure that all the relevant information has been answered before building a corporate event proposal.

The Proposal!

Once all the venue information has been collated we use our online portal to create a comprehensive event proposal. Our proposals not only incorporate personalised event details tailored to the client’s specific needs but also highlights general details about the venue, including its location, facilities, and various amenities that may enhance the overall experience.

After generating the event proposal, we always ask a colleague to review the details. This ensures that there are no errors and that the event brief is fully addressed. Only after this review can we send the proposal to the client for their consideration.

Budgets are of great importance for clients these days, so must be taken into consideration when speaking to venues. We negotiate hard to get the best possible rates from the venues on the initial proposal.

To ensure the price best reflects a client’s budget we do show on our proposals total costs highlighting any cost savings wherever applicable and also any added-value to the booking.

How We Are Different

We pride ourselves on the accuracy and professionalism of our proposals which in turn provides our clients with all the information they require for their corporate events. Online booking platforms don’t always provide this.

We believe our success is founded on the fact that we treat each client’s requirements as unique. Each project is a chance for fresh innovation and new challenges.

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Our View

De Souza Associates has built up a solid base of clients who continue to return for further services because they know we will meet expectations and can assist with individual tasks within event management projects.

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About the Author – Lida DeSouza

With a background in pharmaceutical sales and international medical event planning, Lida founded DeSouza Associates in 1995 to bring her expertise in venue sourcing and event management to a wider audience.

She combines decades of experience with a personal passion for building strong client relationships and delivering seamless events across the UK and beyond.

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