Setting Up The Department

I have had the conversations I needed to in order to get an inside look at what a Sales and Marketing department would look like.

Besides learning what I need to do to bring people and groups in I also learned that there are a lot of things that I do not have and I will have to create. I need to build a foundation and create one sheets with information about what we offer so that I will have informational sheets for when I go to companies and start prospecting. I need to have something to leave them with otherwise as soon as I walk out the door I will be forgotten and then it would have been for nothing.

Ok so what do I need to create:

  • FAQ
  • Fact Sheets about locations
  • Packages we have
  • Timelines
  • Updated Contracts
  • What food selections we have
  • BEO (Banquet Event Order)
  • A Spreadsheet for communication
  • Quotes
  • Invoices
  • Event Master Form
  • Flyers for Specific events

I also need to come up with promotions to try and sell events, the marketing side. For the first thing I am going to do is put up an event table at each of our locations with a contest to win a free event. I am going to do a jar where people have to guess how many items in the jar in order to win. This will give me contact information for people who already go to our locations, but may not have thought about having an event with us. I think one of the biggest reasons we do not have more private events is because people don’t even think we do that. If that is the case these tables will help with that. I am fortunate that I already have people walking in the door that I can sell to, but the whole goal is to bring in more and try and bring new people in. This table idea will not help with brining new people in, unless word of mouth gets around. What it will do is help generate extra income from the guests that already walk through our doors.

Another thing I have learned from my research is that you have to utilize what you have. Think about what makes your company special. Also how can your company help someone else or groups. We are normally so focused on working on the company from the inside out that we never really take the time to see our company from our guests perspective. By thinking about how the guests look at us we will be better able to sell them something they didn’t realize they needed.

The thing that makes what I am selling beneficial to a certain group would be making something that can be a frustrating situation an easy one. I am able to sell birthday party packages to our guests. With the birthday party packages we can do a public showing, so it is more affordable, and we can do a private event for them, something more special and not everyone does it. By creating, because we do not have anything like this now, birthday party packages we are able to assist parents in trying to figure out what to do for their child’s birthday party. Birthday party planning can be frustrating for some, so if I can create a package that is simple for our guests and inclusive so they don’t have to go around to a lot of different places to make the party happen I can help our guests while getting more business.

I also learned from my conversations that the easier it is for guests to book something the more likely they will. If the conversations with guests is not clear and they have to jump through hoops to get information they will just move on. Also when a guest contacts you about doing an event you need to respond back as soon as possible because the guest will tend to go with the first person who responds, as long as it is in their price range.

Ok I have a lot of things to work on in order to get this department rolling.

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