MEETINGS 101 : A PRIMER
Anyone who has ever planned a meeting or conference knows that to execute a flawless event requires the skills of a juggler, a 20/20 eye for detail and the wisdom of Solomon.
How do meeting planners sort out the details, when packed schedules leave limited time for careful research? Tracy Fuquay, Conference Services Manager at the Hotel Inter-Continental Los Angeles, offers the following professional tips designed to provide meeting planners ways to save precious time and money:
Set Goals
The meeting’s objectives will indicate the appropriate setting. A downtown hotel, like the Hotel Inter-Continental, might be the better choice for a business meeting with an agenda of intense discussions with the full compliment of business services. If informal discussion and social activities are the meeting’s objectives, a resort may be more appropriate.
Plan Ahead
The schedule or flow of events that comprise the meeting early in the process. This will dictate the number of sessions that are required to achieve the meeting’s objectives. Add time to set up registration areas, exhibits and offices. Be sure to provide meeting attendees with much needed break time whether to call their offices, check e-mail or to stretch out and rejuvenate.
Flex Time
Hotels quite often have “low” or “shoulder” seasons when rates are more favorable for group business. If possible, try to be flexible with meeting dates to ensure cost-effective meetings.
Great Expectations
Knowing the profiles of meeting participants can be helpful in determining the best site for your meeting. Will the hotel coffee shop fulfill attendees’ needs or are gourmet restaurants expected? The will a pool or health club be high on attendees wish list?
Location, Location, Location
Consider what attractions or services will be required for attendees when selecting a hotel. If free time is built into your meetings, multiple dining options, cultural attractions, shopping and a variety of transportation modes should be within easy reach. If the meeting is a one day affair and attendees are flying in from various locations, an airport facility might prove best meeting participants.
Seeing Is Believing
Although it may not be possible to make a personal inspection of all facilities under consideration, a site visit is invaluable for judging the suitability and current condition of a property as well as the professionalism and attitude of facility employees. Most hotels are more than happy to provide a complimentary room night for the meeting planner to conduct a site inspection.
What’s to Eat?
Keep in mind that dietary needs will vary according to health, religion or simply personal preferences. Be sure the facility can provide options for last minute requests such as vegetarian, salt free or heart healthy and low cholesterol meals. Coffee breaks don’t have to mean caffeine jolts and sugar laden doughnuts either. Consider fruit shakes and granola bars as an alternative.
Dress for Success
Advise meeting participants in advance of dress codes. Business casual or jackets and ties? Formal wear or athletic gear? Make sure that attendees have ample time to consider the packing process. No one wants to be the only one at the black tie affair without the black tie.
Finally, says Fuquay, trust the conference staff at the site you have chosen to work with you every step of the way and ultimately the meeting will be a success.
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