If you’re a speaker, trainer or business coach and host your own workshops, seminars, retreats, etc., you know how time consuming and overwhelming it can be to plan these events. One of the main aspects is to find your venue. There is a lot involved in selecting the right location and if you’re busy running other aspects of your business, finding the time to research venues is just one other thing to add to your growing to do list. However, this task is something that you can most certainly delegate. If you’re unsure of how or what aspects of this task that you can delegate I’ve outlined them below.
Determine your location. You will need to know where you plan to hold your event. Obviously this will help your virtual assistant know what city in which to search for your venue.
Know your dates. Provide your virtual assistant with your preferred dates. Be sure to let her know if your dates are flexible in any way.
Provide your expected number of attendees. Of course this will be an estimation, but your virtual assistant will need to know this number in order to know the number of sleeping rooms, if needed. She will definitely need to know this number to know the size of the meeting space that you will need and if catering is required.
Determine if you will need catering. As stated above, if you will provide catering to your attendees your virtual assistant will need to know this when speaking with the venue contact. She will also need to know what meals you plan to provide, for example, will you be providing a continental breakfast and break snacks or just lunch?
Determine if you would like amenities. If you would like specific amenities for your attendees such as shuttle service, a workout facility, hiking areas, etc., be sure to let your virtual assistant know this information as well.
Know your budget. Most importantly provide your virtual assistant with your budget. This will help her narrow down the search and it can also help with negotiation.
Finding your location for your event is a large part of the process and you will find that delegating this to a virtual assistant will be of a tremendous help to you. Hopefully the list above has helped you feel a bit more confident in knowing how you can delegate this task and you are one step closer to becoming a delegating master.