Meeting planning… a survival adventure
By Susan Guthrie-Lowrance
Whether you are an experienced meeting and event planner or you have just been informed that your office duties now include planning meetings and events, there is nothing more important than a plan of action to keep you focused and organized.
The first thing you need to determine is the purpose and objectives of the meeting as well as the preferred location. Next, who will be attending and what is the time frame for planning and implementing the meeting? Now you need to account for the number of people attending, sleeping room block per night, number of staff rooms and the number of VIP suites and amenities desired.
Good planning requires gathering the details to finalize the meeting agenda from start to finish, including seating arrangements for each function, audio visual equipment required and planned food and beverages. If the objectives of the meeting include team building, you might explore the option of holding some events outdoors, weather permitting (always plan for an appropriate inside function space as back-up). Determine any off-site meals or activities that will take place during the meeting dates. If there is a prior history for the same meeting, it is advisable to review it before preparing the Request for Proposal (RFP).
Once the above details have been determined, the RFP should be written to include all of the above points. It should be emailed or faxed to all of the venues or hotels that fit the profile of the meeting requirements in the selected destination. If time is an issue, you might consider outsourcing the site selection process to an experienced third party who can also negotiate a cost savings contract for your organization. Frequently, these services are provided at no cost to your organization as the hotels pay a commission for the business. These outstanding planning companies can save you valued time and money.
The research provided from the RFP responses, along with the review of the hotel's meeting space, will help you in making the right decision. If there is time, a site visit and tour of the property can be easily arranged. Once you have seen the venue and met the staff, you will know if you want to move forward with a contract or continue the search. Remember to ask about renovations which may be scheduled during your meeting dates as renovations can impact the quality of the meeting, especially if there is unwanted noise or construction nearby.
Hotel contracts are more user friendly these days, however, they must be read carefully and both parties must be mutually satisfied before signing them. Every detail must be in writing as the person who is negotiating the contract on either end may not be present when the meeting is scheduled. Always have your company's legal counsel review the contracts before signing. Many clauses can be negotiated, including room rates; food and beverage pricing; a "wish list" of concessions; room, food and beverage attrition and cancellation clauses. Insurance and indemnity clauses should always be mutual. Again, seeking the expertise of an outside meeting planning resource firm can save you time and money during this process.
Creating a meeting planning checklist along with an action plan timeline will help you survive the experience as well as keep your meeting process consistent from one meeting to the next. Just by following the above basic steps, you are off to an exciting and fun adventure while gathering a history for streamlining your future meeting and events.
By Susan Guthrie-Lowrance
Whether you are an experienced meeting and event planner or you have just been informed that your office duties now include planning meetings and events, there is nothing more important than a plan of action to keep you focused and organized.
The first thing you need to determine is the purpose and objectives of the meeting as well as the preferred location. Next, who will be attending and what is the time frame for planning and implementing the meeting? Now you need to account for the number of people attending, sleeping room block per night, number of staff rooms and the number of VIP suites and amenities desired.
Good planning requires gathering the details to finalize the meeting agenda from start to finish, including seating arrangements for each function, audio visual equipment required and planned food and beverages. If the objectives of the meeting include team building, you might explore the option of holding some events outdoors, weather permitting (always plan for an appropriate inside function space as back-up). Determine any off-site meals or activities that will take place during the meeting dates. If there is a prior history for the same meeting, it is advisable to review it before preparing the Request for Proposal (RFP).
Once the above details have been determined, the RFP should be written to include all of the above points. It should be emailed or faxed to all of the venues or hotels that fit the profile of the meeting requirements in the selected destination. If time is an issue, you might consider outsourcing the site selection process to an experienced third party who can also negotiate a cost savings contract for your organization. Frequently, these services are provided at no cost to your organization as the hotels pay a commission for the business. These outstanding planning companies can save you valued time and money.
The research provided from the RFP responses, along with the review of the hotel's meeting space, will help you in making the right decision. If there is time, a site visit and tour of the property can be easily arranged. Once you have seen the venue and met the staff, you will know if you want to move forward with a contract or continue the search. Remember to ask about renovations which may be scheduled during your meeting dates as renovations can impact the quality of the meeting, especially if there is unwanted noise or construction nearby.
Hotel contracts are more user friendly these days, however, they must be read carefully and both parties must be mutually satisfied before signing them. Every detail must be in writing as the person who is negotiating the contract on either end may not be present when the meeting is scheduled. Always have your company's legal counsel review the contracts before signing. Many clauses can be negotiated, including room rates; food and beverage pricing; a "wish list" of concessions; room, food and beverage attrition and cancellation clauses. Insurance and indemnity clauses should always be mutual. Again, seeking the expertise of an outside meeting planning resource firm can save you time and money during this process.
Creating a meeting planning checklist along with an action plan timeline will help you survive the experience as well as keep your meeting process consistent from one meeting to the next. Just by following the above basic steps, you are off to an exciting and fun adventure while gathering a history for streamlining your future meeting and events.