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Planning a meeting can be a daunting task, especially when it comes to finding the perfect hotel to host your event. The right venue can make all the difference in setting the tone and ensuring the success of your meeting. Here are some key points to consider when searching for a hotel for your next meeting.
Determine Your Meeting Goals
The first step in planning your meeting is to clearly define your goals. What is the feel of the meeting? Are you aiming for a relaxed, informal atmosphere, or a more formal, professional setting? Consider what a successful meeting looks like for you. Is it about strong networking opportunities, productive brainstorming sessions, or effective presentations? Understanding the desired outcome will guide all your subsequent decisions.
Determine Your Meeting Specifications
Once you have a clear vision of your meeting's purpose, it's time to get into the specifics:
Attendee Count: How many people will be attending? This will help determine the size of the hotel and the meeting spaces you need.
Meeting Spaces: How many meeting rooms or breakout spaces are required? Consider the layout and seating arrangements as well.
Catering: Will you need food and beverages? If so, what kind of catering options are necessary (e.g., coffee breaks, lunch, dinner)?
Audio-Visual Needs: Do you need projectors, screens, microphones, or sound systems? Make sure the hotel can accommodate your technical requirements.
Determine Your Non-Negotiables
It's essential to establish what aspects of your meeting are non-negotiable. This will help you prioritize and make necessary trade-offs:
Budget: If staying within budget is crucial, can you be flexible on the date or location?
Date: If the meeting date is fixed, are you open to considering different locations?
Location: If proximity to certain activities or landmarks is important, can you adjust your budget or dates accordingly?
Use a Local CVB or Hotel Sourcing Partner
Consider enlisting the help of a local Convention and Visitors Bureau (CVB) or a hotel sourcing partner. These professionals can assist you in creating a Request for Proposal (RFP) that communicates your meeting specifications to hotels. They can also help you research and narrow down the list of potential hotels that match your meeting goals and non-negotiables. Additionally, they can provide valuable insight into hotels that may be undergoing renovations or are located near desired activities.
Conduct a Site Tour
If you are unfamiliar with the city or the hotel, conducting a site tour can be extremely beneficial. Schedule a time to walk through the space in person and meet the on-site team. This will give you a better sense of whether the hotel is the right fit for your meeting and allow you to address any concerns or questions you may have.
Be Willing to Sign a Contract Within a Month
Finally, be prepared to make a decision and sign a contract within a month of starting your research. Hotel proposals typically expire after two weeks, and availability is always changing. To secure the best venue for your meeting, it's important to act within a reasonable timeframe and be ready to commit once you find the right hotel.
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