- Determine the date and time of the meeting(s) and, if necessary, a list of alternatives.
- Decide on the destination city.
- What meeting space is required?
- Is food & beverage required?
- What audio / visual equipment is required?
- Determine the total budget-spend. Break down the budget to allow for guest rooms, meeting space, food & beverage and audio / visual rental.
- If the meeting is more than one day, determine the daily schedule.
Finding a Venue
- Send your meeting requirements to one or many venues. Check for group value dates.
- How many rooms are required?
- What room types are required / available?
- What is the budgeted room rate?
- Will each attendee be responsible for their reservation or will the reservations be handled internally?
- After check-in, create a room list complete with attendee names and room numbers.
- Use the meeting space calculation to determine the appropriate meeting room size needed.
- Is the meeting room separated from adjoining rooms? Are there solid walls, sliding panel or air walls?
- View the venue’s meeting space floor plan where applicable.
- Determine the full duration of the meeting.
- If the meeting is scheduled over several days, are the start and end times different?
- Determine the number of people attending.
- What kind of seating arrangement is needed? (Reception, Theatre, Conference, Banquet, etc.)
- Use Delphi Diagrams to convey exactly how the event space should be set up.
- Prepare name tents or plates for attendees if a seating plan is required.
- Determine what type of audio / visual equipment is required.
- Will a podium be needed?
- Determine the agenda.
- What stationary is needed? Does the venue provide a complimentary meeting package for basic items?
- What types of meeting packages are on offer?
- Equipment set up and room prepared before the scheduled meeting.
- Is a speaker phone needed? What is the charge for conference dialling?
- Is internet service required? How many ports and what is the cost?
Food and Beverage
- Determine the number of people to be served and at what times.
- Determine menu and beverage choices.
- Will your attendees require food & beverage during the meeting or during breakouts?
- Is a separate room needed for breakouts?
- If food & beverage is going to be served during the meeting, how can it be served with minimal disturbance?
- Will coffee and / or refreshments be required for the duration?
- Advise venue of any special dietary requirements.
- Determine the food and beverage charges.
Billing and Payment
- Who is responsible for the payment?
- How will incidentals (phone calls, room service, etc.) be handled?
- How will final payment be made?
- Who will authorize changes that involve extra charges?
- What is the payment schedule?
- Would you like to set up a master bill? If so, what charges can be added and who has authorization responsibility?
- Is sufficient parking available at the venue. Is there a cost?
- What transportation options are available? What is the cost?
- Ensure venue is aware of delivery and collection times for all third party vendors.
- Ensure venue has prepared or has been provided with necessary signage.
- What business office services are offered by the venue?
- What things are there to do in the area before / after the meeting?