Revolutionising Event Planning with EXPLORE Virtual Tours: The Ultimate Time-Saving Solution for Stress-Free Presentations

Event planning is a highly demanding profession, often ranked by Forbes as the 5th most stressful job in the world.  

Event planners are continually juggling different priorities and tasks, such as scouting the perfect venue, coordinating logistics, and managing budgets. One of the most frustrating aspects of the process can be gathering information and presenting hotel options to decision-makers. We'll discover how E X P L O R E virtual tours can save event planners time and effort, build loyalty with hotels, and why alternatives like 360 tours fall short in meeting the needs of event & travel managers.

Challenges of Traditional Venue Search and Presentations

Venue sourcing is one of the most challenging aspects of an event planner’s job.  They need to have Elephant memories to recall all the specific aspects of a venue and why it may fit with the event they are planning.  Typically, they will need help with this task, but there are more challenges ahead:

1. Limited Information

Event planners often must rely on still photography, floorplans, and limited descriptions to evaluate potential venues. This lack of comprehensive information makes it difficult to accurately assess the suitability of a hotel for a particular event.

2. Time-Consuming Process

Gathering and organising the necessary information to create an effective presentation is a time-consuming process. Event planners are already under immense pressure, and the added stress of creating presentations to present venue options to their bosses can negatively impact their performance and overall well-being.

3. Ineffective Communication

Traditional presentations may not adequately convey the unique features and ambiance of a hotel, making it challenging for decision-makers to fully appreciate the venue’s potential.

The Advantage of E X P L O R E for Event Planners

Being customer-centric means putting customers at the centre of all aspects of your business strategy, focusing on creating a positive experience and building loyalty. This extends to the customer-facing tools hotels choose to use.  Their selection of tools will illustrate whether hotels are placing their own needs ahead of the customer, maybe by selecting the most low-cost solution.  

Here are 3 customer advantages of using E X P L O R E:

1. Time and Effort Savings

With E X P L O R E, planners can access a comprehensive, immersive, and accurate representation of a hotel in a single, easily shareable format. This eliminates the need to gather and compile various pieces of content, saving valuable time and effort.

2. Enhanced Communication 

Video-based virtual tours provide a realistic and engaging experience, allowing decision-makers to visualise the hotel's spaces and amenities as if they were there in person. This helps planners have more confident and effective communication when presenting options to stakeholders.

3. Building Loyalty with Hotels

By showcasing their properties through E X P L O R E, hotels can demonstrate their commitment to providing a superior experience for event planners. This can help build loyalty and long-term relationships between event planners and hotels, resulting in mutually beneficial partnerships.

Why 360 Tours Fall Short for Event Planners 

1. Lack of Immersion

360 tours often lack the immersive qualities of video-based virtual tours. The constant need for interaction can make it difficult for users to focus on the content and can result in a disjointed and less engaging experience.  

2. Limited Information

360 tours primarily consist of static panoramic images, which may not adequately convey the full range of a hotel's features and amenities. This can leave decision-makers with an incomplete understanding of the venue’s potential.

3. Inefficient User Experience

Navigating 360 tours can be a cumbersome and frustrating process often lacking a clear pathway, which adds to an ineffective and poor user experience. This can make it challenging for event planners to effectively communicate the hotel's offerings to their colleagues, and – in their mind – leave an impression of a poor customer experience.

E X P L O R E offers a game-changing solution for event planners, allowing them to save time and effort while providing a more engaging and immersive experience for decision-makers.  By investing in video-based virtual tours, hotels can build loyalty with event planners and facilitate more effective communication, ultimately leading to better outcomes for all parties involved. As the event planning industry continues to evolve, embracing innovative technologies like E X P L O R E will become essential for success.