Social Betty > Tips for Organizers

Tips! For Using Social Betty

Here are some suggestions on:

How to increase the number and quality of venues replying with interest.

• It's important to be as detailed and accurate as possible when posting your event. Venues will decide to respond based on the information you provide. Any changes made after a venue has replied may alter interest in hosting your event.
  
  
• Be realistic in your expectations. If you have a food or beverage budget, make sure your expectations on quantity/quality reflect what you are willing to spend. For example, if you have 50 guests in your party and you indicate a budget of $50 total for food, don't expect to have heavy appetizers. The great part about using Social Betty is that venues will likely work with any budget - even if you don't have one. Being reasonable with your expectations will draw more interest from quality venues and will ensure a greater satisfaction on your overall experience. Naturally, having a "higher" budget also tends to attract greater interest.
  
  
• You don't have a food or beverage budget. No problem. Your guests can usually purchase their own food and beverages from the venue. This will still make most venues content, as this is the reason the venues are willing to host your event.
  
  
• Events that take place during "off peak" times will generate more venue interest. For example, if you are looking to host your event at a restaurant, having the event take place either before or after their peak "meal rushes" will spark a greater interest from venues. Same goes with bars, lounges and nightclubs and their busy times. You will still be able to generate venue interest during peak times, but the quantity and quality of responses may be a reflection of this.
  
  
• Your feedback rating will be a BIG indicator on whether a venue might be interested in working with your event. It is very important to build and maintain a positive relationship with venues as you use Social Betty to book venues for all your events. Don't be unreliable and remember to communicate properly with venues while you are working with them.

Selecting, researching, and contacting venues that you are mutually interested in.

• Whether you are familiar or unfamiliar with a venue, it's important to do some research. Start by checking to see if they have a website with information on their establishment. You can also put their business name into a search engine to see if there are reviews written about them. Ask people around you if they have been there or know people who have been, and what their experiences were like. Check out their Social Betty feedback to see how they have rated in the past by previous Social Betty users.
  
  
• Make contact with the venue, after you've done a little research. You'll want to make contact with the venue as soon as possible after they respond to your posting, as they are responding to many event planners and are likely to secure each event on a first come, first serve basis. A venue is not considered secure until all final arrangements have been made (see below). Call and clarify event details and ask them any questions you may have regarding having your event at their establishment. Check on their hours of operation, find out where in the establishment your gathering will take place, whether it is in a common or private area and find out what needs to take place in order to secure the venue for your event. Feel free to make arrangements to stop by and check out the place, and maybe even receive a tour.
  

Making final arrangements with venues.

• Once you've decided on a venue, make sure you have done everything in the process of securing them for your event. This process varies by venue, so clarify with the venue what needs to be done. The larger the gathering, the more formal the process will be.
  
  
• Deposits and contracts. Some venues may have you pay a deposit and/or sign a contract to secure the venue for your event, especially if you have indicated that you intend to have prepaid food or beverages (as would be indicated in your budget amount in your posting). The best part about using Social Betty to secure a venue for your event is that you can typically avoid the usual space usage fees, food/drink minimums and high deposits, as the venues are competing for your business. However, it is reasonable that the venues might expect a deposit up to the amount of prepaid food/beverages you have requested. Venues may also have special criteria regarding you canceling your event, so make sure you are comfortable with their guidelines. If you are going to sign a contact, make sure to read it carefully and that it reflects your interests as well. Remember, the larger the event and the more prepaid food/beverages you request, the more likely the venue is going to want to make sure the event takes place. If you are uncomfortable with one venue's requirements... move on and select another!
  
  
• Communicate immediately with the venue on any changes that vary from your posting or agreement. Note that any changes may alter or terminate the original agreement.

Once you've finalized arrangements with a venue, please remember to remove your posting from Social Betty. Thank you!