One challenge wedding and event planners face as self-employed, small business owners is determining the right location to meet with clients. If you have your own studio or office space, congratulations – but I’m guessing that you are in the minority. For the rest of us, we have a variety of options and the decision on meeting location should be based on what is best for your business, and what you are most comfortable with. I’ll share my thoughts here and ask you to share your thoughts in the comments below.
1) I always ask what time of day is best for the client and then determine a suitable location from their response. If they say morning or mid-afternoon is best, meeting for coffee is the obvious choice. I often suggest coffee shops other than Starbuck’s, so checkout your local independent coffee shops via Yelp for something a little more interesting . Because coffee shops can get ridiculously crowded and noisy, I suggest arriving 15 minutes early to scope out a couple of good seats. If you prefer Starbuck’s, they definitely have a couple of things going for them…1) they’re everywhere and 2) you can download a free iPhone app from iTunes to search for the nearest mutual location for you and your client.
2) A second option for client meeting locations is a wedding/event studio. Many cities have one or more independent studios, but you are probably most familiar with Bridal Bar and StudioWed. Studios are incredibly convenient for both the bride and the vendor. As an exclusive vendor of a studio, (meaning you have contracted with the studio and pay monthly fees) you have access to the studio, other vendors, use of mailing address, are included in the advertising and website and so much more. When you need to schedule a meeting, you can call in or login online to reserve a meeting space for your date and time. The bride/client has vendors from all categories at her fingertips. Not a member of a wedding studio? That’s ok too – in some cases, studios will allow you to meet with clients in the space, as long as you refer your client to the exclusive vendors. For additional details of studio membership, please check out the Bridal Bar and Studio Wed websites.
3) Another option to consider is a professional meeting center, executive suites or virtual office. While there are several companies in most cities, offering a variety of services, perhaps the most popular company is Regus Business Centers. Regus offers a virtual office service starting at $99 per month, depending on your city and location chosen. Benefits include: Professional business address to use as your own; a dedicated local phone number and receptionist to answer in your company name; mail collection and handling; two days of private office access each month in your home center; discounts on products and services, plus unlimited access to 1000 business lounges and cafés worldwide.
Regus: Atlantic Station – 17th Street in Midtown
4) If sharing a meal seems like the way to go, a great option is to meet in your favorite restaurant. Choose a place that has wonderful food, great service, and make a reservation in advance. If you have your favorite waiter or waitress, feel free to ask to be seated in their area. Also, choose a location that is easily accessible, and has nearby, secure, complimentary parking. Unless your client has a flexible work schedule, lunch should be ruled out, especially for a first meeting. I feel strongly that one hour is not enough time to get to know one another, connect, discuss details for the event and enjoy your meal. If lunch will not work, dinner is a great way to go, if this works within your budget and circumstances. For instance, I only accept a limited number of weddings each year, and I carefully pre-screen potential clients to determine if they will be a good fit for FAVOR Events, so I don’t mind springing for lunch or dinner at a nice restaurant in order to win a client. I should also add that currently, my overhead is low – no rent, minimal advertising, etc. so I can afford to do this occasionally. If you’ve found a great restaurant that you like, especially if it meets the criteria I mentioned above, also consider the restaurant bar as a possible after hours meeting spot. You’ll get the same great service and amenities for a fraction of the price of dinner.
My favorite – Dogwood Restaurant in Atlanta
5) The best possible scenario (in my opinion) is to be invited to a client (or potential client’s) home. This option is wonderful because the client will be relaxed, there should be very little distraction, and in general you can make a great connection this way. Meeting in a client’s home will give you a sense of their favorite colors and fabrics. This can be extremely helpful to you in designing their wedding or event. I always make a point to bring a bottle of wine, flowers, or chocolates as a token of gratitude for their hospitality.
6) Don’t forget your vendor/venue relationships. Many photographers, caterers, bakeries, etc. have their own space and would welcome you with open arms in exchange for an introduction to your client. If you know in advance the venue the client has chosen or is interested in seeing, call to set up a site visit and ask if there is a space you and the client could meet in before or after. Whether or not the client books the vendor whose space you are meeting in, the vendor will really appreciate your thinking of them and will most likely reciprocate with a future referral to you.
What is your favorite location to meet with a client? I’d love to hear any unique ideas you have!
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