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How To Plan a Great Company Meeting
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The How-To Business Book
11/20/2000
By: Susan E. Cornell
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Planning a memorable meeting involves a complex planning process and managing a myriad of details. Considerations include (but are clearly not limited to): booking hotel accommodations, arranging for catering services, selecting a site, determining the budget, inviting attendees and organizing perhaps hundreds of miscellaneous details.
The larger the company meeting, the more complex the planning process will be. So it behooves you do whatever it takes to facilitate the plan. The intelligent meeting organizer recognizes that specialists exist and will help to coordinate details. One option is the meeting planning company available online. Such companies can:
• Arrange for meeting space and hotel accommodations;
• Register attendees through a Web site designed for the particular company's meeting;
• Help to research site selections, catering services and logistics such as audio/visual vendors; and
• Provide attendees with directions door-to-door.
Whether you go through a meeting planning company or a site which specializes in hosting events, do your research. References should be provided and then checked. Question, question and question the company so that you clearly understand what the fees are and what services are available. And, be cognizant of the most common problems associated with planning a meeting. They are (with solutions):
1. Room reservation charges on the traveling executive's already high-balance credit card.
Solution: Persuade the hotel to perform a credit check on the company. The hotel may then bill directly.
2. Fluctuations in the numbers of attendees.
Solution: Keep in touch with attendees and encourage them to do the same.
3. Airport selection: Which is the most convenient one?
Solution: Inquire about what airport attendees prefer, as well as how much they would pay for an alternate one.
4. Great, varied menu within a not-so-great budget.
Solution: “Set menus” are the most economical, but inquire about small changes for the sake of variety.
5. Total cost containment.
Solution: Shop around especially for the major expenses-flights, hotels, equipment rental. And, never be afraid to ask for discounts.
A checklist is an efficient way to help you plan a corporate meeting (and it works!). Here are the biggies to consider:
• Identify the purpose of the meeting.
• Calculate the budget.
• Consider all possible dates.
• Determine the preferred city and state for the meeting.
• Note any special needs of the group.
• Perform an Internet search for a meeting site.
• Contact the site and check for availability.
• Book the site.
• Send out invitations to the attendees
• Organize the remaining details and communicate them to all parties involved.
Now that you are well informed of the potential pitfalls of planning a company meeting, let's get to the fun part. Imagine a first-rate meeting facility. A facility which deserves the designation of “first-rate” is one which not only can host your meeting according to plan, but one which offers all you need to run an outstanding event. Here are some of the features your dream facility might offer:
• Recreation for team-building activities or relaxation;
• Musical entertainment with choices ranging from rock & roll to jazz or classical;
• Special entertainment such as fireworks to trumpet your company's achievements;
• The option to work with any creative theme such as country western, a Hawaiian luau, a Caribbean party or the roaring '20s;
• Fine food and beverages chosen for the event and all-you-can-eat buffets;
• And, if you are working with a theme, a specialized menu to complement that theme (an authentic New England clam bake, a pig roast, lobster fest, Southwest barbecue, Cajun feasts, luau menu to name a few possibilities);
• Breakout areas set up either outdoors or inside;
• Convenient and accessible free parking;
• The ability to run a number of separate functions simultaneously;
• Theater-style seating or classrooms;
• A/V equipment, PA systems, podiums and microphones provided and ready; and
• A beautifully landscaped facility which accommodates any specialized decorations.
With the headaches and the insomnia evaporating and the thoughts of an enjoyable, successful company meeting growing, you are ready to take on the exciting and absorbing challenge of planning. Yes, this can be a complex process filled potentially with details that may go awry.
But by carefully selecting the specialists to provide service and expertise and a facility which provides options, organization and experience, you are in a position to put on a first-rate event. The possibilities are endless and the ability to one-stop shop for a winning meeting is there.
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