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MEETINGS & BANQUETS Planner Resources Need to know more about the factors you should consider when planning a meeting? This section is created just for you to completely prepare for that big meeting or event ahead. Simply print this page, and review the checklist for various requirements like venue selection, equipment, budget considerations and more. Once you have all the required items organised, click on Request For A Proposal and we will revert to you within the next business day. 1. How to Choose a Meeting Venue
When choosing a venue for your next meeting or conference there is more to consider than just the budget. Taking into account who is attending, from how far and how many you should plan to ask the following about any potential venue: Suitability - Does the venue fit the company's corporate image?
- Will it appeal to the target audience?
Location - Is the venue easily accessible to those attending?
Availability - Is the venue available on the dates required?
- Are any extras such as equipment, accommodation, etc… available on the dates required?
- How flexible are they if you have to change the meeting date?
Size - Is the seating capacity suitable?
- Are the meeting rooms large enough to provide a comfortable experience for those attending?
- Are the meeting rooms well laid out? Do they allow for good views of the speaker without any obstructions?
Facilities - Does the venue have a variety of rooms if required?
- Can the venue offer a projector, electronic whiteboard, stationery, etc.
- Does the venue offer wifi internet access? Do they have a photocopying/fax service?
- Can they make available laptops or PC if required?
- Can they provide refreshments, tea/coffee/meals?
- Are vegetarians, vegans and those with specific dietary requirements catered for?
- Does the venue have enough parking spaces?
- Are the rooms well ventilated and temperature controlled?
- Will disabled delegates be catered for?
- Is there a restaurant or bar for post-meeting networking and entertainment?
- Do they have sports and leisure facilities such as a pool or gym?
- Can the venue also provide accommodation if required?
Cost - Does the venue fall within the budget for this meeting?
- Does the overall cost, all extras included, compare favourably with other offers/options (i.e.: hotel accommodation at a separate location to the meeting or dining elsewhere)
- Are there hidden costs?
- When is payment required?
- Is a deposit required and if so how much and how far in advance?
- What is their cancellation policy? Will you receive a full or partial refund?
A lot of the above questions can be answered by a visit to the venue's website and by asking for a quote. If it is a venue you have never used before you may want to ask the opinion of other companies that have held meetings and conferences there to find out what their experience was like. If the meeting or conference is an important one you may wish to visit the venue personally to get a first hand impression of the layout, suitability and, very importantly, the attitude of the management and staff.
At the end of the day you want to get the most out of your meeting and the venue you choose has to add rather than detract from the experience of those attending. So take the time to choose carefully.
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