Useful Tips for Evaluating Your Meeting Venue Options
Useful Tips for Evaluating Your Meeting Venue Options
by Susan Friedmann
However, large or small the meeting, location is key. Your environment, formal or informal, helps set the necessary mood and ambiance for the meeting to take place. Think about choosing a comfortable, yet stimulating environment that encourages attendees to concentrate, but beware of making it too cozy and relaxing that they’re likely to fall asleep.
When thinking about the right location, consider the meeting objectives, the length of the meeting and, of course, your budget. Decide how appropriate/necessary/important it is to hold the meeting on or off-site. For example, sometimes a neutral, off-site location is necessary for confidential, top secret discussions.
Different types of locations to consider:
1. Local off-site meeting space
2. Out-of-town off-site meeting space
1. Local off-site meeting space
When it comes to selecting an off-site location, be it a local hotel conference room, a restaurant or other meeting space, your budget will rule and determine the outcome. To play it safe, always inspect the space first-hand before finalizing any decisions. Make sure the space is the right size for the meeting. You want to avoid “maxi-sizing,” that is having a space big enough to seat 200 for a 20-person meeting. You only want to consider venues that are larger enough to handle the event you’re planning. Much will depend on the number of participants and the complexity and/or variety of the program. Will it be formal, informal or both? Do you want a rural or an urban location? Chances are that every event you plan will possibly meet different criteria, and thus have different space requirements.
2. Out-of-town off-site meeting space
This option is usually used for extra special meetings, such as sales meetings, as costs will inevitably be much higher. These kinds of meetings may well last for several days so you want to make sure that all necessary details are well taken care of. If you want to make it high on your colleagues’ popularity poll, consider using a resort facility, as they usually offer various enjoyable relaxation options, golf, swimming, fitness center, etc. A site visit is essential so as to avoid any unexpected surprises.
With this in mind, let’s look at the various venue options available to you:
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