Planning a Business Meeting

Effective Planning Produces Results

  • 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.

Attendee Accommodations 

  • 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.

Meeting Space

  • 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?

Additional Checks

  • 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?

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