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.

You may download the following Planner by clicking the PDF download icon.

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. 

2. Special Considerations for Venue Appraisal
In addition to the Venue Selection Checklist you will also want to bear in mind the nature of the meeting and if it adds any special considerations to the choice of venue.

For example, if you are showcasing a new product to key customers you may wish to erect visual displays. This is something that will have to be cleared with the venue and should be added to the checklist.

If the meeting is primarily a team building exercise then the venue will need to be able to accommodate the additional sports, entertainment and social requirements that team building requires.

For meetings or conferences attended by non-employees you will want a reception area where delegates can register, collect their name badges, hand outs and meeting agendas.

If playing host to international attendees (link to international meetings) the venue must be able to cater for any requirements they may have such as food preferences, sightseeing and organising travel arrangements.

A list of all special considerations relating to the upcoming meeting should be included in the venue selection checklist before desk research is conducted.

3. Meeting Room Equipment Checklist

Equipment that may be required for the meeting room:

Overhead projector Slide projector Film projector Projection stands Remote control for projectors Screens Video equipment: VHS, DVD, teleconferencing Microphones Radio Computer Mouse Auxiliary equipment: laser pointers, flip charts, slide trays Lighting Loudspeakers

Questions that should be considered regarding the meeting room's facilities:

How many computer hookups? Does it have wifi capability? Is electrical power sufficient? Are electrical features diagrammed? Is there a built-in sound system? Is the room sound proofed? Are the others in the building? Is the ceiling height adequate for projectors? Is remote light control capability available? Can windows be covered with shades or curtains? Can additional equipment be provided? What support is provided for maintenance problems? Who will provide security for the equipment? Who is responsible for lost, stolen or damaged equipment? Can last-minute equipment demands be met? What are the additional costs? Is the meeting room accessible before the meeting for setup?

4. International Considerations for Meetings
Whether you are playing host to those from international branches of the company or you are receiving a foreign client as a visitor it is important to remember that special considerations should be made when hosting an international meeting.

Even if the meeting organisers are aware that international visitors require special considerations it is important for everyone involved in organising the meeting, as well as any local staff attending the meeting, to remember the following:

International Visitors:

Different countries have their own customs and it is important to know what is offensive in order to avoid doing/saying anything that might give offence. The visitor should be warmly greeted on arrival and someone should be assigned to making sure he/she is comfortable and has everything he/she needs. If the visitor is travelling far, jet lag and the need for extra sleep or sleep at different times should be taken into consideration when planning the meeting. Food preferences and dietary requirements should be obtained in advance to ensure the venue can accommodate them.

Non-English Speaking Visitors:

Try to learn a welcoming phrase in the visitor's language or a gesture that would be familiar to the visitor (i.e.: bowing for Japanese) to put him at his ease. Be careful to make sure you fully understand what the visitor is saying as his/her English may not be fluent. Do not mistake hesitantly or badly spoken English for lack of intelligence, especially when negotiating. If the visitor doesn't speak English well enough consider hiring a translator, taking care that the translator is highly recommended.

5. Budgeting for a Meeting
The choice of venue is only one of the costs associated with a meeting. Depending on the nature of the meeting and how many are attending, the venue may or may not be the largest cost.

Working Within a Budget First of all you need to set the budget. To do this the team organising the meeting should:

Identify the costs (some possible costs are outlined below). Obtain realistic estimates. Add a figure for indirect and unexpected costs (they always come up). Agree a maximum spend for each cost.

Next comes cost control:

Inform the meeting team of the cost constraints at the beginning of the planning phase. Closely monitor the actual expenses against the planned expenditure and review the differences. Inform those responsible of potential overspending, preferably before it becomes too much. Revise budget to prevent future overspending.

After the meeting review the budget set against the expenditure:

Justify the overspending and identify reasons. Evaluate the cost effectiveness of the meeting. Discuss ways to make the next meeting budget more realistic and cost effective.

Costs to Include in the Meeting Budget:

Venue Catering Accommodation Transportation Events, entertainment, recreational activities Equipment hire/purchase Stationery Hand outs, promotional gifts Speaker, entertainer fees Publicity materials, brochures, flyers Staff Indirect costs

Extracted from meetings.org <www.meetings.org>