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Virtual Venue Tours – 18 Features and Tools that Drive Bookings and Boost Sales

Blog June 12 2023

Virtual venue tours took off in a big way during the COVID-19 pandemic, allowing people to explore and visualize venues from their devices – from anywhere in the world, at any time. Even when restrictions eased, event professionals saw the enormous impact these tours could have on the attendee experience and their own planning processes, while also saving them valuable time and money.  


Today, virtual tours offer a commercial opportunity for venues to sell their space in a more efficient and speedy manner. And as the technology behind virtual tours continues to evolve, demand for virtual tours continues to grow as an essential tool for venues looking to expand their reach and increase their sales. 

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A recent Knowland survey showed that only a mere 22% of event planners were truly satisfied with the service they received from hotels and venues, highlighting the need for a real step-change in the way events are planned. By allowing clients to virtually visualize an event space, venues can win more new business and plan events without the need for multiple onsite meetings. Scandic, the largest Nordic hotel operator is a good example – using Allseated’s virtual tour tool as part of their selling process has given them the opportunity to show current and prospective clients their spaces in various setups, with the ability to envision events before they take place, without having to come on-site.  


But it’s not just about investing in a platform that facilitates virtual tours. There are countless tools integrated within these systems that have been specifically designed to help venue providers engage users and boost venue sales – and these are key.  


We have compiled a list of the top virtual venue tour features that will help impress customers, close deals and secure repeat bookings. 



It may sound obvious, but having a virtual venue tour that features high-quality photography can be a game-changer when securing deals. Professional photography can ensure that each image accurately represents the space, highlighting its unique features and attributes to provide a more immersive experience for clients. Photographers can also work closely with venue managers to capture specific features like unique design elements, lighting, outdoor spaces or other features that make the venue stand out. 


The photography used for the tour can help clients gain inspiration of the different spaces that have been transformed at previous events – from business conferences and meetings to fashion shows and weddings. They can also be used on websites, social media, and other marketing materials to promote the venue to more people. 


Using advanced 3D mapping and modeling tools can help venues showcase their space from various angles and perspectives, allowing their clients to create floor plan templates and customize things like seating layouts, color themes and decorations to truly visualize their event. Providing a service that immerses the client in the space with unparalleled event conceptualization can make a venue proposal far more stimulating and attractive. 

Using systems such as the Prismm platform, for example, venue providers like The Plaza (New York) can give their clients access to collaborative floor plan design tools that help them visualize their events on any device. As well as eliminating the need for on-site inspections, these 3D visualization tools play a pivotal role in helping venues cut down the time spent on both pre-and post-sale event logistics. 



Adding interactive elements to virtual tours allows visitors to explore the venue in a more engaging and immersive way. It helps reinforce moments along the journey in the visitors’ minds by connecting specific areas or features with a certain activity or feeling.  

Features such as quizzes and surveys integrated into a venue’s virtual tour can be used to engage attendees, while providing 360-degree panoramic views of the space offers them a realistic experience of the venue. Adding a game-like element to the tour, such as a problem-solving puzzle, can also make it more engaging.  



Using a comparison tool that allows visitors to compare different spaces or venue options within one location can have a significant impact on how quickly venues close deals. A conference center, for example, may have a range of room options and seeing them side-by-side will make it easier for a potential client to make an informed decision about which space is the best fit for their needs. A side-by-side comparison helps visitors to understand the relative strengths and weaknesses of different venues. It reduces stress and helps them feel more confident about the decisions they make.  



An integrated booking system can improve the effectiveness of virtual venue tour platforms by allowing clients to seamlessly schedule and book virtual tours of their preferred venues. This simplifies the whole booking process, making it more convenient and increasing the likelihood that they will complete the booking. It can also provide the real-time availability of these virtual venue tours, allowing users to quickly see which dates and times are available. 

By incorporating this, venues can reduce the chances of booking errors, cancellations, or no-shows. It can also give them the opportunity to offer virtual tours as an additional service, extending their reach whilst generating additional revenue streams. 



Some virtual tour platforms offer dynamic pricing features that make it a lot easier for clients to make decisions and confirm bookings. They can provide instant cost information covering variables like budgets, timings, durations and other associated factors – giving users the flexibility they need around configurations, pricing options and clarity on costs. 



Audio and video guides can provide virtual tour visitors with additional layers of information, emotional depth and context, making the experience a lot more memorable and engaging. Having these integrated tools can offer visitors with a wealth of interesting information, including its history, architecture, and notable features. This can help them better understand the venue and to feel more connected to its story. They can also help visitors focus on the aspects of the venue that interest them the most.  



An instant messaging system which directly connects the booker to the venue contact, is another effective selling tool. Virtual event tours cut down on the need for as many on-site meetings but when teams do need to meet and negotiate, this can be done through tools such as Prismm CONNECT, which you can use to host team meetings, conduct virtual site inspections, train staff remotely, and collaborate on floor plans. 



Using storytelling techniques and creating a narrative that immerses clients in the event’s theme or purpose is an incredibly effective way of making them feel more engaged and invested in the venue and event. Incorporating content from relevant presentations, speeches and performances is a great way to create a more engaging experience for attendees on the tour. 



By providing tours in multiple languages, you can make your venue more accessible and welcoming to people from different cultural backgrounds. It gives everyone access to the same information and experience and helps create a more inclusive and diverse environment. When people can access information in their native language, they are more likely to feel comfortable and engaged and to develop a deeper understanding of the venue and its offerings. 



Integrating client testimonials into a virtual venue tour can enhance the tour by building trust and credibility. Having positive feedback from previous clients can show that others have had a good experience with the venue, making it more likely to book it themselves. Client testimonials can also help highlight unique features of the venue that may not be immediately obvious from the virtual tour.  



Taking a guided tour with a virtual event planner can help clients get expert guidance and advice on the best ways to use the venue for their event. They can offer insights into how to optimize the space, how to incorporate branding and design elements and how to create an engaging and interactive experience for attendees.  

A virtual event planner can tailor the tour to highlight the features and aspects of the venue that are most relevant to a specific event and can answer any questions your clients may have along the way. It can also incorporate interactive elements into the tour, such as live demonstrations or polls to help potential clients get a better sense of the venue’s capabilities. 



Checking out the venue through a live-streamed video feed can give the viewer a real sense of what it’s like to be in the venue. They can see the space in real-time and get a better understanding of its size, layout, and overall ambiance. This can help them feel more connected and decide whether the venue is the right choice for their needs.  



Integrating with social media channels can enhance virtual venue tours by increasing their reach via popular platforms such as Instagram, TikTok, Facebook and Twitter, making them an ideal channel to attract more visitors. People can comment, like and share virtual tours and create a sense of community around the events that are hosted there. 



By integrating a tool such as Google Maps into virtual venue tours, users can get a better understanding of the location of the venue in terms of layout and surroundings. Interactive navigation through zooming in and out and rotating maps, can help users view the venue from different angles and distances. Google Maps can also provide information about nearby attractions, restaurants and transport links, which are all critical factors in your client’s decision-making. 



Incorporating Virtual Reality (VR) tools into your tour allows users to have an immersive experience. This creates a more exciting, realistic and engaging tour of the space, making it easier for people to visualize events and experiences. With the  Prismm platform, for example, venue providers can take their tours to the next level with an immersive VR experience that allows people to virtually step inside and explore every aspect of the venue from anywhere in the world.  



Augmented Reality (AR) technology is also increasingly being used to enhance virtual tours by overlaying digital content onto the physical environment. This can include interactive elements like floor plans or additional information about specific areas within the venue (ex. fire exits). AR can be used to personalize the experience for each user and allows users to customize the virtual environment to their preferences, such as changing the color scheme or adding virtual furniture. 



With the current evolution around this technology, artificial intelligence (AI) is now being integrated into virtual venue tours to offer more personalized experiences, answer user questions, and provide real-time information. AI can analyze client behavior and preferences, tailoring the virtual tour to individual interests, while AI-powered chatbots can assist users throughout the tour, making the process a lot more interactive and informative. 


Common Questions About Virtual Venue Tours 

Why are virtual venue tours important? 

Virtual venue tours are important for venue providers because they allow potential clients to explore and visualize venues from anywhere in the world, at any time, without the need for on-site visits. This saves time and money for event planners and clients while offering a more immersive and engaging experience. Virtual tours also give venue providers a unique opportunity to showcase their space, highlight special features, and differentiate their services from competitors. As the demand for virtual tours grows, offering this service ensures that your venue remains relevant and future-proof. 


How can virtual venue tours help venue providers increase bookings? 

Virtual venue tours can help venue providers increase revenue and repeat bookings by making it easier for potential clients to visualize and experience the event space. Through high-quality imagery with interactive features, 3D visualization, personalization and other real-time collaboration tools, clients can feel more confident about making decisions, leading to quicker bookings and more sales. Making things easier for clients also increases the chances that they’ll book again for their next event. 


What are some interactive tools that can be added to virtual tours to make them more engaging? 

Interactive elements could include quizzes, games, surveys, and formats that offer users 360-degree panoramic views of the space.  

Adding advanced 3D mapping and modeling tools can also help venues showcase their space in a more engaging way – from various angles and perspectives, allowing users to customize layouts and decorations to envision their event.  

Virtual reality technology can be used to provide users with a more immersive and interactive experience while adding a game-like element to the tour, such as solving puzzles and riddles, which can make it more engaging and memorable. 


How can an integrated booking system benefit virtual venue tours? 

Integrated booking systems allow users to seamlessly book and schedule virtual tours of their preferred venues, simplifying the booking process and increasing the likelihood that they will complete the booking.  

Automating the booking process in this way saves time and reduces the workload for staff. It can also provide a seamless user experience by allowing users to view available tour dates and times, select the ones that work best for them, or make a booking all in one place.  

 By simplifying the whole process of choosing and selecting a venue, venue providers can secure bookings a lot more quickly. 


How can a virtual event planner enhance a virtual tour of an event venue? 

Taking a guided tour with a virtual event planner can ensure clients receive expert guidance and advice on the best ways to use the venue for their event. They can tailor the tour to highlight the features and aspects of the venue that are most relevant to their event and can answer any questions visitors may have along the way. For example, they can offer insights into how to optimize the space, how to incorporate branding and design elements and how to create an engaging and interactive experience for attendees.  

A virtual event planner can also incorporate interactive elements into the tour, such as live demonstrations or polls to help potential clients get a better sense of the virtual venue’s capabilities. 



Virtual venue tours give venue providers a fantastic opportunity to differentiate their offer and stand out from the rest. They offer unique advantages that on-site visits simply cannot, such as helping clients visualize their events with precision, experimenting with different formats, layouts, and themes in real-time, and fully immersing themselves in the experience. 

By investing in advanced solutions like Allseated, venues can benefit from many of the features we’ve highlighted here, along with additional event planning tools like scaled floor plans, resources to manage guest lists, templates, 3D design layouts, designer tools and mobile check-in. 

By investing in a virtual venue tour platform, you can provide a better service for clients, differentiate yourself from your peers, win new bookings, get repeat business and ensure that your venue remains relevant and future-proof.  

 If your venue has yet to adopt virtual tour capabilities, be sure to explore the many tools that are out there, and if you’d like any help, feel free to book a demo.