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6 Steps to Ensure Event Success at Your FEC

Tonya Barnett
Nov 5, 2019 7:43 AM

Event success isn’t something just magically happens.

It takes proper planning, hard work, and constantly tweaking your processes through trial and error.

To ensure you provide the best experience for your guests, you need to have a plan in mind for how to prepare, run, and follow-up with each event you host—and make sure every member of your team follows that same plan.

When you create an outline for what makes a successful event at your facility and have the steps followed by all team members, it will ensure your guest experience is the best possible with every event you host. Your customers will not only tell their family and friends about their time at your facility, they’ll also be more likely to book another event with you.

6 Steps to a Successful Event at Your Facility

  1. Train Your Team to Believe In and Follow Your Vision
  2. Create a Continuity Plan to be Used Regularly
  3. Focus on Customer Service
  4. Personalize Your Guests’ Experience
  5. Make Fun a Priority!
  6. Show Gratitude

1. Train Your Team to Believe In and Follow Your Vision

Your vision, your business, your party—what makes your business, facility and/or party unique? Why do people choose your facility over another to host their party?

Discover what sets you apart from the competition and pass it on to the rest of your team. Hire staff members that see your vision and want to exemplify it through their work every day.

Invest in your team, train them and listen to their ideas. Work with each staff member to help them formulate individual goals as well, and provide support to help them become realized. When your team sees that you care about their success, they’re more likely to care about yours as well.

2. Create a Continuity Plan and Use
It Regularly

Your continuity plan is your blueprint of how to prepare for each event and make it a success.

For instance, your customers may book online using Party Center Software and you’ve collected a deposit. Awesome!

However, this is just the beginning. You’ll want to have a plan in mind to call your upcoming guests and ask them if they’d like to add on items such as food and treat bags.

This is also a great opportunity for one of your designated party hosts on staff to call and gather additional information about the guest of honor to personalize the party with (see Step 4).

Have a checklist of items you need to accomplish to ensure the party goes off without a hitch. Use these checklists—and your overall continuity plan—for each and every party.

For checklists you can use to prepare before your guests arrive, check out the first issue of our Event Planning Checklist Series.

3. Focus on Customer Service

One of the core values you should prioritize at your family entertainment center is customer service. The right customer service allows your customers to have an easy, enjoyable experience and will keep them coming back to your facility time and again.

Customer service is more than just a friendly face and a smile, it’s passing on your brand and promise to provide your guests with positive and memorable experiences.

Click here for a great article on how to help your team “brush up” on their customer service skills. >>

4. Personalize Your Guests' Experience

Focus on making the parties you host at your facility personalized for the guest(s) of honor.

In the initial planning stages after a guest has booked a party with you, consider collecting information on their favorite songs, favorite drinks, color, and games. Maybe they’d even like their party to have a special theme!

Incorporate as many personal touches as you can to take your parties to the next level for your guests.

5. Make Fun a Priority!

One of the top priorities on your list for every event should be to make sure everyone is having a good time!

Depending on the number of guests in attendance, this may mean you need to assign a few extra party hosts from your staff. This will ensure every guest has their needs met and the party goes well.

Additionally, make sure you, as someone in a leadership role, take the time to make a presence at as many events as possible to find out if there is anything you can do to make your guest’s experience more enjoyable.

It’s important for you to make sure the environment at your facility is fun and welcoming to make your guests want to return.

6. Show Gratitude

Your guests are taking a break from their lives to come and enjoy themselves and they’ve decided to do so at YOUR establishment.

Constantly think of new and creative ways you can show guests your appreciation for entrusting your team to take care of their special day. Find out why they chose you to host their event and thank them for it by providing them with a coupon for their
next visit.

"Success depends upon previous preparation, and without such preparation there is sure to be failure.”
– Confucius

Free Download: The Event Planning Checklist - "The Before"

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