Securing a meeting room for an important presentation or event can take time and require follow up. Sending a meeting room proposal is just the first step - following up appropriately is key to increasing your chances of booking the space you want. In this blog post, we will discuss some effective tips for following up after sending a meeting room proposal.
Making Initial Contact
When you first make contact about booking a meeting room, be sure to include all important details up front. Your initial email or proposal should include:
Details about your event such as the date, start and end times, expected number of attendees
Your room needs such as audio/visual equipment, furniture layout, catering requirements
Contact details for the primary contact person handling the booking
A clear deadline for when you need a response
Following up properly starts with making your initial request as clear, complete and professional as possible from the beginning. Leave no room for ambiguity.
Sending Reminders at Key Intervals
It's important to follow up your initial proposal with polite reminders sent at key intervals. Some best practice guidelines for follow up reminders include:
Send a reminder email exactly one week after your initial proposal if you have not received a response
If still no response after one week, follow up with a phone call in addition to another email
Continue to follow up every 3-5 business days via email and/or phone until you get a response
Be sure to acknowledge any delays or busy periods on their end with understanding
Adjust your follow up timeline based on their stated processes and response turnaround times
Consistent, well-timed reminders show your seriousness about booking the space without being overly pushy. Tailor your approach based on individual preferences when possible.
Escalating to Decision Makers
If you're not getting timely responses to your follow ups, it may be time to escalate. Try contacting additional decision makers and stakeholders:
Ask for the contact information of the manager overseeing room booking requests
Request an introductory email be sent identifying you and describing your request
Follow up with a phone call to the new contact within 48 hours
Express that you've been unable to get a timely response from previous contacts
Highlight the importance of your event and your deadline for securing a space
Escalating strategically shows initiative while empowering others to help unblock your request if needed. Make the additional contacts aware of prior efforts.
Emphasizing Benefits and Partnership
When following up, reinforce the value and benefits of approving your request:
Highlight your organization's reputation and the positive exposure booking will provide
Offer opportunities for future collaboration or joint sponsorship of related events
Point out any overlap or synergies between your activities and the venue's goals
Express enthusiasm for opportunities to support each other in the future
Focusing on the mutual benefits of partnership can influence decision makers and gain support for your booking request among various stakeholders.
Making Alternative Options Clear
While remaining polite and professional, you also want to make it clear you have other options if needed:
Mention the deadline is approaching for confirming your event space plans
List some alternative venues you are considering if this space doesn't work out
Thank them in advance for their timely response to avoid you needing to look elsewhere
Ask if you should continue to pursue alternatives in case this request is declined
Applying some soft deadline pressure helps emphasize this is a time-sensitive decision versus an open-ended discussion. Others are more likely to prioritize and respond promptly.
Following Up In Person
For important booking requests, following up with an in-person visit can help seal the deal. Only do this after establishing initial contact over email and phone first. When visiting in person:
Call in advance to schedule a brief meeting with key booking decision makers
Bring any additional collateral about your event, organization, and partnership benefits
Conduct a walk through of the desired space to discuss layouts and logistics
Express enthusiasm for the venue and gratitude for their time and consideration
Request a response within the next week so plans can be finalized
A personal visit leaves a strong impression of your seriousness and commitment when making a case for booking a space. Use judiciously and remain polite.
Following Up Post-Submission
Even after submitting your formal booking request, follow ups are still recommended to ensure it is being processed smoothly:
Send a follow up email within 2 business days of submitting restating your timeline
Check in every 5 business days via phone if you've meet the stated response timeline
Offer to provide any missing info or clarification if the request is pending approval
Express your availability to discuss any other questions that may come up
Thank them again for facilitating a timely response
Constant gentle follow ups post-submission prevents your request from falling through the cracks and reassures them of your anticipation and flexibility.
Conclusion
Proactive, consistent and strategic follow ups are crucial after sending any meeting room proposal or booking request. Tailor your approach to each situation but emphasize value, urgency and partnership. With patience and polite persistence, you increase your chances of securing the event space you need. Let me know if you have any other questions!
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