Help! I Need a Conference Room and Office for a Customer Video Shoot

The use cases for Davinci Meeting and Conference Rooms are quite diverse.

Sometimes customers simply need a larger office with all of the proper meeting accoutrements such as a lobby greeter, Internet access, presentation tools, among other. It might be an internal meeting, or it might be a meeting with a partner or customer. Others may be looking for something more permanent such as businesses in the midst of an office transition that need a temporary office with full business services.

It really doesn’t matter at the end of the day. Regardless of the circumstances and the business objectives, we are there to help our customers plan and execute on their meeting room requirements.

Office space for a video shoot

Occasionally, we come across customers trying to solve unique scenarios where our experience and expertise in meeting and conference room planning makes a big difference. One such instance took place earlier this year. A marketing director for a publicly traded company was searching for an office space for a video shoot with one of his customers. He had found his way to the Davinci Meeting and Conference Rooms website as a result of clicking on an SEO offer that was displayed as part of his Google search results.

“He had gotten to our Davinci Meeting and Conference Rooms website as a result of clicking on an SEO offer that was displayed as part of his Google search results.”

As he browsed our site, one of the proactive engagement rules that we’ve defined on the website was activated, and he was presented with a live chat invitation. He accepted and entered into a chat with Lindsay Adams, one of our Meeting Rooms Planners.

Needed: a trusted advisor

The customer had been searching for meeting and conference rooms in the Raleigh, North Carolina area, which Lindsay knew because of the insights our agents see when a customer initiates or accepts a chat invitation. As a result of knowing the location where he was looking, Lindsay was able to get down to business right away in helping him find and book the best location for his needs.

To start, she gathered more background details from him in the chat window, discovering that he had a customer who worked from his home office in Raleigh, which was about 250 miles from the company’s closest office in northern Virginia. His customer had agreed to do a video testimonial but was equivocating because he felt his home office was an inappropriate location for the video shoot.

However, capturing the video was a critical requirement, as our customer needed to use it as part of a broader marketing campaign for his company’s annual user conference. And because he needed to shoot multiple backgrounds and settings, he required not only a conference room but an office.

Concerned that he would lose his customer’s commitment to do the shoot, our customer was quite anxious. Cognizant of his fears, Lindsay assured him that finding a location that met his needs would not be a problem, and that she would walk him through the different options in the Raleigh area.

Service with a personal touch

Lindsay found four different options in the Raleigh area that aligned with his video requirements (windows, exterior lighting, paint color, whiteboards, room size, etc.) and shared each of them with the customer via the chat window.

Lindsay and the customer then stack-ranked the four locations based on his video requirements and boiled those down to two options. Yet the investigation and planning wasn’t complete. As not every one of our 3,000-plus conference and meeting room spaces permit video shooting, Lindsay told the customer that she would need to reach out to the two final choices to confirm it was permissible. She would have a final answer for him within an hour.

“Rather than having the customer return to the website to book the space from there, Lindsay simply took his credit card information over the phone and sent him the reservation confirmation via email.”

Lindsay spoke with the location managers for both spaces and confirmed that video was possible in each location and rang the customer back. He elected to go with his first selection. Then, rather than having the customer return to the website to book the space from there, Lindsay simply took his credit card information over the phone and sent him the reservation confirmation via email.

Cultivating a happy customer

The customer was impressed with both Lindsay’s knowledge and speed of service. Indeed, after the day of the video shoot, he reached out to me to let me know that he had a great experience working with Lindsay, and that she had helped him save the day by laying the groundwork for a very successful video shoot. He had captured everything he needed, and his company would derive substantial value by having the video available to promote its upcoming user conference.

“The customer was impressed with both Lindsay’s knowledge and speed of service.”

We’re very proud to be able to cultivate happy relationships like the one with this customer. Indeed, helping our customers meet their business objectives is at the crux of what Lindsay and all of our agents do every day. Make sure to check out our Meeting and Conference Rooms service the next time you find yourself in need of a meeting space.

Read and watch Lindsay’s story and video on Connect, LivePerson’s customer community at https://connect.liveperson.com/community/technical-discussions/agent-connections/blog/2014/09/08/filming-made-easy-by-davinci-virtuals-meeting-rooms-planner (you will likely want to create a short URL via Bit.ly, etc. for the link)

Do you have a story about how Davinci Virtual services have helped you meet your business objectives? We’d love to hear from you. Email your story to Mary Castleton at mcastleton@davincivirtual.com.

About Tacy Jackson

Tacy Jackson graduated from Utah State University in 2006 and joined the Davinci Virtual team when the company launched its doors that same year. She is currently the Meeting Rooms Manager and handles a team of Meeting Planners that specialize in assisting clients with setting up meeting space for their company needs.