Transform Your Event Venue with Custom Automation Solutions
At our Everybooking Agency, we understand the complexity and labor-intensive nature of managing event venues. Our mission is to introduce seamless automation that simplifies operations and enhances the experience for both venue operators and their clients. A prime example of our work can be seen in a recent project we undertook for a Retreat and Conference Center Venue, showcasing the potential of automation in transforming event management.
Case Study:
How automations saves this event venue $2500 of labor on every large Venue Event
Executive Summary:
This case study examines the implementation of a comprehensive automation system by a Retreat and Conference Center Venue to manage a large-scale ladies' retreat. The automation system allowed for the centralized management of event planning tasks, including attendee registration, meal planning, room bookings, and activity scheduling. By leveraging automation, the venue significantly reduced labor costs and improved operational efficiency, enhancing the event experience for both the planners and the attendees.
Background:
The Retreat and Conference Center Venue faced the challenge of organizing a 2-night ladies' retreat for approximately 150 attendees. The event required detailed planning, including registration, accommodation, catering, and scheduling of activities. Traditionally, managing such events demanded extensive manual effort, coordination among different departments, and substantial labor costs.
Objectives:
To streamline the event planning and management process for a large-scale event.
To reduce the manual labor and associated costs in organizing and running the event.To enhance the event experience for both the organizers and the attendees through efficient management.
Solution:
The venue implemented a master automation system that integrated all operational automations into a single platform. This system was made accessible through an Internet Shortcut on the owners cell phone's home screen, allowing for real-time management of the event.
Key features of the solution included:
Centralized Automation Dashboard:
A master control center for accessing and managing all event-related automations from a smartphone.
Instant Communication:
Automated dissemination of information and confirmations through text messages containing links to custom dashboards for event planners and a separate web page for attendees.
Efficient Registration and Accommodation Management:
Ability for event planners to quickly set up events, with attendees easily selecting their stay preferences, dietary needs, and payment options through a streamlined online process.
Implementation:
Step 1: Create Master Automation
Develop a master automation system that integrates all other automations for event management. This comprehensive system is designed to streamline various tasks associated with organizing events.
Step 2: Mobile Dashboard Setup
Place a dashboard of the master automation system on a smartphone, accessible via an Internet Shortcut on the phone's home screen. This allows for quick and easy access to the system at any time.
Step 3: Event Initiation
When receiving a call from a customer or potential customer, engage speakerphone mode and open the master automation shortcut on the smartphone.
Enter the customer's phone number or email address into the master dashboard.
Step 4: Select Specific Automations
Navigate through the master automation dashboard to select the specific automation needed for the event being discussed (e.g., registration, accommodation, catering).Choose the specific details for the event, such as date, number of attendees, and pricing through multi-choice buttons within the automation.
Step 5: Automated Event Setup
Within seconds, the automation completes the setup for the event, registering attendees and coordinating event details based on the inputs provided.
Step 6: Communication with Event Planner
Automatically send a text message to the event planner with a link to a custom dashboard where they can fill out their contact information and confirm the event details.
This dashboard also provides essential information such as floor plans and meal schedules.
Step 7: Event Planner Shares Information
The event planner receives a shareable link to distribute to potential attendees through email, social media, or other means. This link directs attendees to a webpage with details about the event.
Step 8: Attendee Registration and Preferences
Attendees follow the link to register for the event, selecting their stay preferences, noting any food allergies or preferences, and completing their deposit or payment.
Step 9: Automated Coordination and Confirmation
As registrations come in, the system updates the event planner dashboard with attendee details, assigns guest rooms, and informs relevant staff members (e.g., catering, activities coordinators) about the attendees' preferences and needs.
Step 10: Ongoing Automation Benefits
The automation system continues to streamline event management tasks, including the booking of specific venue areas (e.g., firepit areas) and the coordination of meal plans and activity schedules.
Results:
The automation system yielded significant benefits for the venue and the event:
Cost Savings:
The automation of tasks that would typically require approximately $2,500 in labor costs was completed in a fraction of the time, with minimal manual effort.
Improved Efficiency:
The centralized automation system streamlined the management of registrations, accommodations, and meal planning, reducing the potential for errors and ensuring a smooth operation.
Enhanced Experience:
Attendees enjoyed a hassle-free registration process and a personalized event experience, while the event planner was provided with a comprehensive dashboard to monitor the event's progress.
Elevate Your Event Venue:
The Ultimate Automation Solution for Seamless Event Venue Management
1. Centralized Automation Dashboard
Provides a single access point to manage all event-related automations, making it easier to oversee and control various aspects of event planning and execution from one place.
2. Live Inventory Access for Room Bookings
Enables real-time access to live inventory data, allowing for instant guest room bookings based on current availability. This ensures that room assignments are accurate and eliminates the risk of overbooking.
3. Automated Communication with Event Organizers
The ability to send automated text messages and emails to event organizers with links to custom dashboards. This facilitates immediate sharing of important information, event confirmations, and updates.
4. Customizable Event Planner Dashboard
Provides event planners with a personalized dashboard that includes essential information such as floor plans, meal agendas, and a comprehensive overview of the event. This dashboard can be customized to meet the specific needs of each event.
5. Attendee Registration and Preference Collection
Offers a streamlined online registration process for attendees, capturing key information such as contact details, stay preferences, dietary restrictions, and payment. This process enhances the attendee experience by making registration easy and personalized.
6. Automated Text Messaging to Participants
The software can send bulk or individual text messages to participants, providing them with important information, reminders, or updates related to the event. This ensures effective and timely communication.
7. Integration of Payment Processing
Incorporates secure payment processing capabilities, allowing for the collection of deposits or full payments during the registration process. This simplifies the financial aspects of event management.
8. Real-Time Updates and Notifications
Offers real-time updates and notifications to both event organizers and venue staff regarding registrations, room bookings, and other critical event details. This ensures that all parties are informed and can react promptly to any changes.
9. Detailed Reporting and Analytics
Generates comprehensive reports and analytics related to event attendance, revenue, and participant preferences. This data is invaluable for assessing the success of an event and planning future events.
10. Flexible Multi-Choice Options for Event Customization
Provides multi-choice options within the automation for customizing event details, such as dates, meal plans, and activities, enabling a tailored event setup that meets specific requirements
11. Coordination Across Departments
Facilitates seamless coordination across various departments (e.g., catering, accommodation, activities planning) based on the collected attendee preferences and event requirements. This ensures a cohesive and well-organized event.
These capabilities demonstrate the software's comprehensive approach to event management, from initial planning and communication to real-time updates and detailed analytics, offering an efficient, user-friendly, and personalized event experience for both organizers and attendees.
Conclusion
The use of advanced automation by the Retreat and Conference Center Venue demonstrates the potential to significantly reduce the manual labor and streamline the entire event planning process. The venue was able to offer an improved experience for both event planners and attendees, highlighting the value of automation in the event management industry.
The automation for this retreat and conference centre showcases the wide range of capabilities that streamline operations, enhance communication, and provide real-time updates and interactions with both organizers and attendees.
Our Leadership
Kevin Penner is the head lead for our Everybooking team, and a 25 year owner of a large retreat and conference venue in Canada. A certified 1PMP coach and founder of tech company acquired for 8 figures in 2022 by a Fortune 500.
'Who' not 'How'
Instant Quote AI boosts lead engagement by 391% and when combined with our Marketing Strategy it becomes a flywheel that just doesn't stop. Using an Agency is about leveraging the unique abilities of people to achieve excellence. When it comes to securing inbound sales leads for Event Venues, Everybooking is
You keep the Lion's Share
Partner with our agency and leverage our marketing plan, gaining access to our Professional plan with a high number of quotation credits proportional to your invoiced sales, you keep 97% of your revenue and our agency fee is 3% of your invoiced sales.
Under this 3% Agency Offer, the Event Registration Automation is an additional cost at $0.99¢ per paid invoice + 1% per paid invoice. 0% credit card fees. No back end fees, no monthly fees and use payment processor of your choice.
Our 3% Agency Offer runs month to month and not all requests to join this program are accepted. We may on occasion ask a first time subscriber to pick one of our other offers so that we can better understand your needs. The month to month offer means that either party can opt out at the end of any month with written email notice of at least 24 hours.
Expanded agency services
If you need expanded agency services you can secure top-tier talent for your venue, specializing in automation creation, lead management, website optimization for conversions, social media advertising, and outbound marketing strategies, at a recurring service agreement rate of $85 USD per hour or an unscheduled rate of $149 per hour, minimum 1 hour.
If you would like to have Kevin Penner directly take on your venue as a personal project - let's talk.
Unique Selling Proposition Refinement:
We collaborate with you to refine your venue's unique selling proposition, making it more attractive to a specific customer segment.
Crafting High-Value Offers - Elevating Your Venue's Pricing Strategy:
Based on this refined proposition, we can craft a special offer targeted at this customer segment. We primarily create offers priced 20% higher than your standard rates, because your venue becomes more valuable when you solve a painful problem for a particular subset of ideal clients.
Proactive Marketing:
We can proactively market this special offer to the identified customer segment, helping to convert them into event bookings. This deposit constitutes our commission, ensuring you receive the full amount you're accustomed to for a venue event.
Maximize your potential:
Our expanded agency services are best suited for venues capable of accommodating an additional $50,000 to $2,000,000 a month in business per venue location. This range ensures that our partnership is mutually beneficial and maximizes the potential for significant revenue increases through targeted event bookings.
Unlocking Premium Market Segments for Enhanced Venue Earnings:
With Everybooking.com, you don't just fill your event calendar; you strategically increase your venue's revenue without compromising on profits. Our commission comes from creating additional value, allowing you to maintain your standard earnings while tapping into new market segments prepared to pay a premium for the unique experience your venue offers.
Elevating Your Venue's Pricing Power Beyond 20%: A 12-Month Transformation:
By the end of the 12 month contract it is our mutual goal that your Event Venue will be successfully using the new messaging to be able to charge even more than the initial 20% price increase we started with when helping a specific targeted audience.
In summary
What is our method?
We use the exact same tool set that is displayed on this website, the Instant Quote AI tool along with applying the contents of our MarkStrategy.
Our Experience
With over 25 years of venue experience, 60 years of combined tech experience and 5 billion dollars in sales experience, we are passionate about helping others be successful.
Full Transparency in the Lead Generation Process: From the moment a potential client shows interest, through to the delivery of an instant quote, you see everything we see. It is all visible in your Instant Quote dashboard. Our process is designed to be as transparent as it is efficient, giving you confidence in the quality and potential of every lead.
Especially if you're:
Resistant to change – openness to new, innovative approaches is crucial.
Expecting us to do everything – our role is to strengthen your capabilities, not replace them.
Are you:
Prepared to invest in technology that could significantly increase your revenue.
Willing to embrace growth strategies.
Trusting in the process and committed to consistent execution.
Poised to experience the most profitable years of your business.
We specialize in...
Write custom automations
Manage your lead funnels
Manage your website and optimize for conversion
Manage your social media advertising
Manage your outbound letters and flyers
Let us Assistance you in hiring an operations implementer.
Profiting Event Venues through the combination of strategy and technology. Our world-class advisors, mentored by Kevin Penner will provide practical, actionable outcomes that will change your daily operations in profound ways.
In addition to our Agency offering, Kevin coaches a select few through his Priority and Enterprise coaching plans, which offers exclusive mentorship from Kevin Penner our CEO.
Gain insights in SEO, PPC, web development, email marketing, and more.
We start by asking questions and listen until we comprehend the root need, then weigh the cost / reward options with the end goal to steadily increase your profitability.
We will start with the lowest hanging fruit we see in your venue, and if AI is able to help with that great, but we are not stuck with fixating on AI.
Assess your current operations against the effectiveness that AI automations would bring to your venue. If there's uncertainty, our strategic guidance can be the key to unlocking your business's potential.
Kevin has served clients from well known billionaires to teens doing their first start-up. Explore how we can tailor our services to your unique needs.
Consultations are free and without obligation, give us a call.
Apply for a discount if you are a not-for-profit and doing something to help make the world a better place.
Every month we’ll donate $1 of your subscription to help families in need and $1 to end poverty in cities.
Addressing your concerns about ROI, budgeting, and working with our team, including the opportunity to work directly with Kevin Penner.
Listen, it depends what you’re starting with.
While our Instant Quote AI will generally provide opportunities for quick, immediate wins, your messaging and how you are positioning your event venue in the market will require a different mindset of “I need everything perfect NOW” mindset. Once we have your advertising foundations and marketing infrastructure set up (which can take anywhere from 1-9 months, depending on where you start), you’ll start to see the biggest results in about 3-6 months.
This will vary for each individual clients’ needs, so we cannot give you an exact number, but we recommend between 7% and 12% of your gross revenue per year if you are a mid sized company. Agency solutions like our can generate massive returns and always aim to offset your spend with profits far exceeding the initial investment.
All our team has been personally mentored and vetted by Kevin, and all strategic recommendations come with his approval, but if you wish to work with Kevin himself, you may apply to upgrade to the Priority or Enterprise package. Kevin will personally create your strategy for Personal clients. He also can appear as an external expert for clients on our Priority and Enterprise packages.
Due to the nature of agencies, coaching and IP, we do not provide refunds. However, we will work with you to make sure you’re on track in the event that you have any blockers when it comes to marketing.
