The objective of the MYT Service Guides is to ensure consistency, efficiency, and professionalism in the planning and delivery of all MT events by providing clear standards, processes, and expectations for everyone involved.
Define Event Requirements with the Client
- Event type: Meeting, conference, training, etc.
- Dates and flexibility
- Location preferences (city, region, venue type)
- Estimated number of attendees
- Budget range
Note!
- Clarify must-haves vs. nice-to-haves
- Confirm approval process (who signs off, key deadlines)
Log in to Cvent Supplier Network
- Go to: cvent.com/venues
- Log in using your credentials.
Create the RFP
- Input all event details, accommodation and meeting room needs.
- Add client branding or notes if required.
- Double-check the RFP matches client expectations.
Update the Client – RFP Launch
- Share a brief status update: “RFP has been launched to X venues; expect first responses within Y days.”
- Optionally share a snapshot of venues contacted.
Review Venue Options
- Filter and shortlist venues based on responses.
- Use Cvent’s comparison tool for price, availability, and features.
Present Shortlist to Client
- Create a summary document or presentation with:
- Top 3 venue options
- Pros and cons
- Pricing breakdown
- Photos and floorplans (downloaded from Cvent or linked)
- Recommend a top pick if appropriate.
Client Feedback and Questions
- Collect client input or questions for venues.
- Clarify any dealbreakers or preferences.
Move to step 4 if venue confirmed or advide client on further MYT services charge for next steps
Follow-up with Venues
- Use Cvent to message venues for updated quotes, alternate dates, or details.
- Keep the client informed of progress or delays.
Site Visits or Virtual Tours (if required)
- Arrange with venues.
- Offer to join or lead visits on behalf of client.
- Debrief client with findings and impressions.
Confirm Final Venue
- Get client sign-off.
- Mark the selected venue as awarded in Cvent.
- Notify non-selected venues via Cvent.
Final Client Handover
- Share all relevant documents (proposal, contracts, contacts).
- Provide a summary timeline for next steps.
- Optionally, offer support for contracting or planning handover.
Archive and Debrief
- Save all correspondence and quotes in the project folder.
- Conduct internal review of what went well and improvements for next time.
Venue finding system Cvent
Database Cvent
Link to templates on Egnyte
Tracker Google
Etc
Review the Confirmed Venue Contract
- Check all agreed details: event dates, space, pricing, rooming list, cancellation terms, deadlines.
- Highlight key contract obligations (e.g., deposit deadlines, final numbers).
Establish Primary Contact at Venue
- Introduce yourself as the main point of contact.
- Confirm communication channels (email, calls, WhatsApp).
- Ask for key documents: floorplans, menus, AV specs, loading/unloading info.
Kick-off Call or Email with Venue
- Set expectations: timelines, response time, planning meetings.
- Clarify venue-specific procedures (security, health & safety, access times).
- Confirm who handles what: catering, AV, signage, staffing, etc.
Update the Client – Planning Begins
- Share venue contact info and confirmed deliverables.
- Provide an overview of venue processes and any immediate client actions (e.g., insurance, branding assets).
- Schedule regular updates (weekly/bi-weekly) depending on event scale.
Coordinate Logistics with Venue
- Send initial run-of-show / agenda.
- Confirm room setups, F&B choices, dietary needs, AV requirements, signage, and branding.
- Create a shared checklist or tracking sheet with deadlines.
Share Draft Layouts and Menus with Client
- Present visuals: room layouts, table setups, signage locations.
- Share menu proposals with pricing for approval.
- Gather final feedback and communicate back to venue.
Ongoing Liaison and Problem Solving
- Act as a buffer: resolve any issues before escalating to the client.
- Keep all communication professional, documented, and deadline-driven.
- Escalate only when client decisions are needed or budget is affected.
Final Details and Site Visit
- Organize a pre-event walkthrough (in-person or virtual).
- Finalize numbers, access lists, timings, and backup plans.
- Confirm all third-party suppliers are coordinated with venue (e.g., decorators, AV).
Final Client Update Before Event
- Share confirmed agenda, contact list, and setup overview.
- Provide an FAQ or “What to expect” document if needed.
- Reassure client everything is ready and contingency plans are in place.
Onsite Coordination (if applicable)
- Be the first point of contact for the venue team.
- Monitor setup, resolve issues quickly, keep client informed only if necessary.
- Capture feedback throughout the day for post-event debrief.
Post-Event Wrap-Up
- Thank the venue and collect feedback.
- Settle final invoices.
- Request final event report (e.g., F&B numbers, rooming stats, feedback).
- Share key outcomes and feedback with the client.
Internal & Client Debrief
- Conduct internal review with key learnings.
- Offer a post-event summary to client with any suggestions for next time.
Details to be added
Details to be added