The Process Of Renting Meeting Rooms
Saturday, 31 October 2009 16:16 | 
Author: Jamie McKaye |
Every successful meeting starts with finding an appropriate meeting room. There are hundreds of options available. But it is impossible to begin planning without first answering some questions.
Every successful meeting starts with finding an appropriate meeting room. There are hundreds of options available. But it is impossible to begin planning without first answering some questions.
What kind of meeting are you going to have? What will the ambiance need to be? A meeting among a few co-workers could be far more casual than a meeting involving the CEO, president, or investors. The room you choose must equally match up to the nature of the meeting.
How many attendees are you planning for? If this is not an exact number, you should book for twenty-five percent more, to be safe. This is an important factor as you cannot choose a room without knowing how large it needs to be.
What is the budget for this event? This can be a big factor, but it can help narrow your choices down. It may also help you when negotiating rates with different vendors.
Location is often the key to a successful meeting. Take note of where attendees will be coming from. If they are all from the same business, try to make it easily accessible and attractive for them. If some of those attending will be traveling or flying, consider their comfort first. Book the meeting at a hotel in which they will be staying, if it is feasible. Hotels often give discounted rates when you book an overnight stay and a meeting at their location. Do your best to accommodate everyone and prevent more travel than necessary.
If your meeting is going to be in a city, there should be a local Convention and Visitors Bureau (CVB) that you can contact for information concerning meeting places available for rent. There are many options available, including business and convention centers and hotels. Once you find a place you are interested in, you can arrange a meeting with the Director of Sales. This person is responsible for booking events for his company, and if you are careful, you may be able to talk them into discounts and deals. Their job is to try to get you to do business with them! I would definitely use this to my advantage.
You should focus on choosing a room that can meet all your needs accordingly. You must make sure that the room you have chosen is fully furnished and has all the necessary facilities and equipment such as wifi service, projector, electronic whiteboard, or sound system. Be careful not to forget small but important details such as snacks and coffee.
Visit the site of the meeting place you have chosen to make sure it is what you think it is. Be careful not to end up with a meeting room that you do not enjoy or is totally unsuitable by not taking the time to check it out in person. Notice the attitude of the staff as this could have a negative effect on your meeting if it is not up to standard. Finally, be sure to call a few days before your meeting to ensure that all is in order. You should have already sent them the specifications for your meeting, but it is always good to prevent any last minute glitches by being thorough.
Every successful meeting starts with finding an appropriate meeting room. There are hundreds of options available. But it is impossible to begin planning without first answering some questions.
What kind of meeting are you going to have? What will the ambiance need to be? A meeting among a few co-workers could be far more casual than a meeting involving the CEO, president, or investors. The room you choose must equally match up to the nature of the meeting.
How many attendees are you planning for? If this is not an exact number, you should book for twenty-five percent more, to be safe. This is an important factor as you cannot choose a room without knowing how large it needs to be.
What is the budget for this event? This can be a big factor, but it can help narrow your choices down. It may also help you when negotiating rates with different vendors.
Location is often the key to a successful meeting. Take note of where attendees will be coming from. If they are all from the same business, try to make it easily accessible and attractive for them. If some of those attending will be traveling or flying, consider their comfort first. Book the meeting at a hotel in which they will be staying, if it is feasible. Hotels often give discounted rates when you book an overnight stay and a meeting at their location. Do your best to accommodate everyone and prevent more travel than necessary.
If your meeting is going to be in a city, there should be a local Convention and Visitors Bureau (CVB) that you can contact for information concerning meeting places available for rent. There are many options available, including business and convention centers and hotels. Once you find a place you are interested in, you can arrange a meeting with the Director of Sales. This person is responsible for booking events for his company, and if you are careful, you may be able to talk them into discounts and deals. Their job is to try to get you to do business with them! I would definitely use this to my advantage.
You should focus on choosing a room that can meet all your needs accordingly. You must make sure that the room you have chosen is fully furnished and has all the necessary facilities and equipment such as wifi service, projector, electronic whiteboard, or sound system. Be careful not to forget small but important details such as snacks and coffee.
Visit the site of the meeting place you have chosen to make sure it is what you think it is. Be careful not to end up with a meeting room that you do not enjoy or is totally unsuitable by not taking the time to check it out in person. Notice the attitude of the staff as this could have a negative effect on your meeting if it is not up to standard. Finally, be sure to call a few days before your meeting to ensure that all is in order. You should have already sent them the specifications for your meeting, but it is always good to prevent any last minute glitches by being thorough.