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There are many factors to consider when planning a meeting or event. The tips and checklists outlined here in our Meeting and Event Guide will help you plan and create a successful meeting or event.
1. Set Objectives: Creating the Meeting’s Framework. The first thing any meeting and group event planner must understand is the purpose and scope of the event. What is to be accomplished?
2. Determine the Meeting General Requirements: One of the best ways to do this is for you and anyone who can help you achieve your goals develop a preliminary schedule. The schedule should be a general outline of what will happen and approximately when.
3. Select Your Hotel Destination: This is the most important factor to consider when planning a meeting. With an understanding of the meeting’s general requirements and budget, you can look for a hotel destination that meets these needs.
4. Clarify the Budget: It is critical to get a clear understanding of the meeting’s budget. Ask the person calling the meeting to give you a specific figure to work within. As you make preliminary inquiries, you will quickly see whether the arrangements you’re planning are possible within the budget limits.
5. Organize your Meeting Notes and Materials: You’ve established the framework of the meeting and know its general requirements; you’re ready to begin contacting hotels and planning specifics. You’ll find it helpful to set up an organizer with sections for the various planning steps so you can keep all the meeting information in one place.
Some suggested section names include:
- Schedules
- Budget
- Hotel contact
- Contacts
- Rooming list
- Ground transportation
- Meeting room set-ups
- Audiovisuals
- Food and beverage
- Recreation
- Speakers
- Entertainment
- Spouse programs
- VIPs
Managed by Pacrim Hospitality Services Inc. | Toll Free Reservations 1-877-579-7666
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