Perhaps it’s just events I’m involved with, but it seems that nearly every year when we “repeat” an event, we have a new catering manager.

Talk about an industry with high turnover!

Of course, one of the main reasons for repeating an event in the same location is to make things easier; if your attendees are happy with the location, and it’s a good property that you’re happy with, why change?

But if you have to start over with a new catering manager each year, perhaps it’s time to do a comparison review with another property. And who knows? Maybe you’ll like the other property even more!

One area of extreme importance – and often the first area people think about when planning an event – is hotel logistics or what is often referred to as “meeting planning.”

Where should you hold your event? Do you have a core group of attendees traveling from one location? Do you need to be in a central location? What type of venue will work best for your event, and send the right message to your attendees (and corporate executives)?

Several key areas are listed here. Review this list, add more if needed, then rate them from one to ten in importance to both your organization and attendees:

____ Cost of Meeting Space, Food & Beverage
____ Layout of Meetings Space, # of Breakout Rooms
____ Cost to Attend at Venue (Airfare, Hotel Rooms)
____ Quality of Food & Beverage, Accommodations
____ Access to Other Attractions in Area
____ Venue Amenities (Health Club, Pool, Wireless Internet)
____ City Location
____ Resort Location
____ Conference Center Location
____ Corporate Office Location (Auditorium, Cafeteria)

OK, got that? Now, once you have rated the above items, look for common scores, and build off of these items first in your search for a venue.

Here’s a Smart Thought
If attendees are paying to attend your event, including airfare and accommodations, you may want to consider giving more weight to their needs. If you are footing the bill for the conference, pay a bit more attention to your scores first.

Look to the Web
There are many venue search tools available on the web. One site that is simple to use and easily understandable is http://www.eventective.com. You will need to have an idea of attendee size, city or state where you plan to hold your event, and room set-up (theater-style, schoolroom, banquet, etc.). The search engine will then locate properties that have space for you.

Things to Remember
Lastly, here’s a little checklist of key items to remember while planning the logistics of your next event:
- Preferred Event Dates/Days of Week
- Back-Up Event Dates/Days of Week
- Check for Major Holidays/Religious Holidays
- Site Visit to Top 2 or 3 Venues
- Budget (Per-Person Cost, Including Taxes)
- Contract Terms, Deadlines for Deposits
- Food & Beverage Guarantees, Minimums
- Food Tasting
- Menu Planning (Low-Carb, Low-Fat Options)
- Indoor Back-Up Locations in Case of Rain
- Average Temperature During Your Event
- Room Block & Cut-Off Dates
- Competing Companies at Venue Also?
- Union Labor Concerns?
- Ample Set-Up Time for A/V & Staging
- Ample Tear-Down Time for A/V & Staging
- Cost for Taxi from Airport to Venue
- Room Décor for Special Events
- Registration Desk Set-Up for Your Event
- “Green Room” for Guest Speakers
- Gratuities for Great Staff Members
- Rooming List
- Breakout Room A/V, Power, Internet, Etc.
- Recreational Activities Determination
- Local Entertainment Options (DJs, Etc.)
- Photography
- Guest Programs
- Off-Site Functions (Dinners, Etc.)
- Transportation to Off-Site Events
- Post-Event Analysis of Property

I welcome your comments!

Have you ever planned a business meeting? Perhaps you’ve brought a few business associates out to dinner. They appreciated the invitation, and thoroughly enjoyed listening to your business plans and concepts throughout the evening. At the end of the night, you quickly scanned the bill, and paid with your corporate card. Nice and simple, right?

Have you ever planned a somewhat larger business meeting? Let’s say 25 of your best customers. You’d better call ahead for a suitable conference room; maybe you should run over and check the space out first. And have you ever eaten the food? You might want to run a little “taste test.” Now, how do you go about inviting 25 customers? Will they all show up? Will they all see a value in meeting with you? And how are you going to keep 25 people interested, with their attention riveted to your message? Not so simple anymore, is it?

Planning an event can be a time-consuming task. It may not seem so at first, but with your normally heavy workload already keeping you busy, you may not have a lot of time to spare on the details of the event. Don’t let the distance of the event date keep you from knuckling down now, however. In the event business, the sooner you get your plan in place, the easier it’ll be to keep your sanity. Here are a few tips to get you started:

One: Have a goal
Make sure everyone involved on the event with you knows what the objective is. You may want to increase sales, educate your employees, or recognize high achievers. Now, make sure everything you do relates back to your goal. If it won’t help you achieve your goal, then don’t waste your time on it.

Two: Book a meeting space
Decide on a location, and book it now. Even if it’s your company’s cafeteria, make sure you’ve got the space you need reserved for your meeting.

Three: Develop a message
Having a goal for your meeting is great, but what’s in it for the attendee? Develop a message that each person wants to hear. Now, use this message in your invitation letter, on your web site, and in your presentation materials. A short – two or three word – version of your message can even become a “theme” for your meeting.

Four: Treat your attendees like your mom
Every attendee, no matter if they are a customer, prospect or employee, is a carrier of your message. Treat them with respect throughout the meeting process, and you will be rewarded in the end.

If you focus on these four tips, you are well on your way to a successful event. One last tip: Make sure to enjoy it yourself! After all, you’re an attendee too.