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Planning a Meeting
There are many factors to
consider when booking a meeting.
it can be as simple as
picking up the telephone and reserving a meeting room at a chosen hotel or it can be so complex
that an expert conference booker and organiser is a necessity. Professional booking agent Right
Venues stresses that the most important factor of any meeting, is to know what the objective of the
meeting is.
From that starting point,
the next most important is the venue, and it is essential that it fits the purpose of the meeting.
If the event is a regular staff sales meeting, then a branded chain hotel is more likely to fit the
purpose, offering packages that include room hire, equipment, tea, coffee and a choice of lunch.
Some events may need more planning and make a totally different impression on the attendees, and
therefore a more unusual and individual style of venue is more appropriate. It is important to
select the right venue for your event. The nearest budget hotel would probably not be the right
venue. Instead, the choice may be a smart, luxury country property with a high-end boardroom style
meeting room and excellent food and drink make all the difference to the lasting impression on your
delegates.
The venue is important and
each one is different. Choosing the right venue helps significantly in the success of an
event. Get it wrong and it can have a lasting effect for all the wrong
reasons.
An event can become costly
and it is therefore important to understand what the venue is offering and what extras may be
available or negotiable.
The internet has made an
enormous difference to venue finding. Many hotels have virtual tours on the websites and very
useful information on the available facilities.
A venue finder who has
personal experience of properties and of the areas can be an enormous source of information and
have negotiating buying power. They can save you time and money when sourcing all your requirements
for the event, the accommodation, the meeting facilities, private dining, evening receptions,
transport to and from the venue, local entertainment and much more.
Costs are going to vary
considerably depending on the type of event, the size of the meeting, to the choice of the wine
with dinner, which is reflected in the choice of venue.
Top Ten
Tips for booking a meeting
1
Get the venue
right, this is the most important factor to a successful event
2
Give the venue
as much information as possible, including the purpose
3
Give yourself
and the hotel plenty of time to organise the event
4
If it is a
venue you have not seen before try and arrange to visit and have a show round, this avoids any
surprises
5
If you are not
attending the meeting yourself, make sure the hotel has an attendee’s name so they can discuss the
events programme on site
6
Have a single
point of contact with the venue so you don’t deal with someone different each time you
telephone
7
Don’t be afraid
to ask questions no matter how simple
8
Any changes,
let the venue know as soon as possible
9
Book far in
advance when possible to guarantee the date is available you want
10
Always give the
venue feedback no matter what
‘ Putting on a
conference’
How best to organise and
structure such events, how to chose the right venue, and what kind of third party support is
available.
3rd party
suppliers – speakers, registration, accommodation, post event survey, transfers, transportation,
travel arrangements, production set, conference concept to Content, through to themes and
delivery.
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