Meeting Planning Tips

Selecting a site for your meeting is the most important, challenging and misunderstood phase in the meeting planning process. Site inspections require thoughtful advance preparation, thorough research and an eye for detail.

• Know your group – Objective/purpose budget, agenda, date preference, set-up requirements, guest room needs, spending habits, etc.
• Discover as much as possible about the facilities under consideration – Peak, shoulder, off peak periods, group rates, rack rates, contract clauses, policies, industry rating, etc.
• Be sure you are talking to a sales manager who can negotiate
• Complete a thorough tour of the facility including the “back of the house”
• Take time to discuss your opinions and concerns about the facility with the sales manager

At this point you are armed to negotiate with the sales manager. Begin the negotiation process immediately, while everything is fresh on your mind. Take accurate notes and review them with your sales manager before leaving.

Using this approach during the site inspection will ultimately save time and money.

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