In the world of hospitality, ensuring guests get what they need is a critical part of the job. Coordinating requests, communicating between guests and staff, and ensuring the work gets done can become increasingly complex for GMs and Front Desk Agents. Add in another layer of event management, and the logistical complexity increases exponentially.

With wedding season coming up, the ability to keep both hotel and event guests satisfied is no small feat. Different guests need different levels of communication, but the goal is the same: respond to the needs of your guests and event planners quickly, efficiently, and effectively. Here are a few ways to help keep things running smoothly during the wedding season.

Button up your event plans

When dealing with events such as weddings, you’ll run the gamut of dealing with everything from seasoned event planners, to brides on a budget. Having a strong event planning process will enable you to set clear expectations, while anchoring to delivering the best possible experience. If you don’t already have one, consider creating a standardized event checklist that can be used to ensure both you and your event planner are on the same page.

Communicate early and often

With event and wedding planning, there’s typically no such thing as too much communication. Ensure both your event planners and your brides have all the information they need, such as timing for decorating spaces, key contacts for day-of needs, and any critical policies your hotel may have. Leveraging event messaging platforms can help keep the line of communication open between hotel staff and event planners, ensuring everyone is on the same page.

Keep centralized notes

Every event has different needs and requirements - from A/V setup, to dietary restrictions, to event space layouts, and more. But how do you keep track of everything needed for each event? Keeping a centralized log of notes and needs helps ensure each event feels personal to the attendees, while also reducing confusion for hotel staff.

Secure your day-of processes

Even the best-run hotels and event centers will inevitably receive in-the-moment requests - whether it’s turning the temperature up or down, checking on the A/V setup, or refilling water stations, responsiveness is key. But how do you keep track of every request - and how do you make sure it’s fulfilled? Leveraging an event messaging platform can help streamline requests from guests and event planners. Utilizing the group messaging functionality, hotel event managers can see who needs what, and can then create tickets for hotel staff to fulfil the requests. Once the ticket is closed, the event manager can leverage the messaging platform to inform the event planner or guest that their request was handled. This feedback loop helps ensure your event and hotel guests’ needs are met, leading to increased guest satisfaction.

Hotel events are a large revenue generator for properties, so making sure yours go off without a hitch is the best way to not only drive guest satisfaction for attendees, but it can also lead to event planners recommending your venue to future brides, grooms, and anyone else looking to have a great, stress-free time. If you’d like to learn more about how to set up your hotel and its staff for success this upcoming wedding season, schedule a conversation with us today!