quick, helpful tips for site selection best practices
DESCRIPTION
When strategically managing your event locations, you need to consider the following tips to ensure you have asked the right questions and found the venue to meet your specific needs.TRANSCRIPT
Quick helpful tips forSite Selection best practices
Strategic Meetings Management
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Once meeting goals/objectives have been decided … Time to line-up the destination!
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Choosing a Destination
If you’re using online event registration
software, you should have a budget
estimator tool to help you.
If you’re managing events by hand (may take longer), compare destination expenses.
Where are a majority of your attendees coming from?
Are you paying for travel?
Is this event mandatory?
Did you create a pre-event survey?
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Key StakeholdersPlannerClient (if applicable)Destination/VenueOther meeting/event staff
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Lengthy List of Considerations
Accessibility – What’s around? Can you walk anywhere? Is it safe?
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Accommodation Facilities
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Meeting Facilities
Site Environment
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“Servicescape” … Physical features that can enhance or hinder your event
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Number of rooms, meeting spaces & gathering areas
Attitude of staff
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Location, location, location!
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What is within walking distance? Entertainment, Dining, Attractions
What is the transportation situation? Taxis, Hotel shuttles, Walking
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Additional Considerations
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Does your organization have a preferred vendors list?
If so, always check there first for pre-existing negotiated rates.
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Does your team have a meetings calendar?
Great opportunity to check for other company events taking place the same time as your event.
Piggyback. Host your event at the same location and negotiate a discount.
If you don’t have a calendar, make one! Huge opportunity for savings.
Time Of Year
Weather conditionsConvenienceBenchmark Ask other departments & industry experts about their experiences.
Example: May make sense to have an event in Arizona in the summer because you’ll save dramatically.
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