Planning Meetings Offsite

Planning Meetings: Where and How to Begin?

When it comes to planning meetings, more and more companies recognize the fact that “getting out of the office” can greatly benefit the overall impact. The common question about planning meetings is; “where do we begin”? There is not a “pat” answer, though, there are a number of pertinent questions that can provide a vetted process to match the objectives with the right destination. There are numerous factors to ensure excellence for the outcome of the proposed meeting.

The first considerations for determining a resolution to the query is comprised of basic items:

1. When is the meeting planned?  This is crucial because the determination of all other factors hinge on the fact that all details can be put in order for the success of the meeting program.  Time is important to secure the best negotiated rates for airline contracts, hotel/resort, destination management groups, food & beverage contracts etc…. How many days/nights will be the meeting extend?
2. What sort of property is ideal?  Urban hotel or golf resort, for example.
3. City of choice for the meeting?  What is the ideal place?  What places are they considering?  It is important to take careful note and be able to weigh options including all the pros and cons with alternatives if the ideal isn’t working out.  Having an experienced team providing this dialog can secure a meaningful decision that will exceed expectations.
4. Will attendees be traveling from other locations?  (Or is it a local off-site meeting in their business city location?)
5. What is the budget?  This is good to discuss early into the dialog because there is a world of difference if the expectations are for a moderate resort vs. a 5-star resort.  Oftentimes these two variables can be in the same area, but the price points can be dramatically different.
6. How many people will be in attendance?  Will they be bringing spouses/guests or family members?  Many companies are opting to allowing spouses/guests/ family members to travel but on the individual traveler’s expense.  This is especially valid to destinations that are desirable for a broad spectrum of travelers such as Hawaii, etc… Sometimes while the attendees are in their meetings, family/spouses/guests have access to programs that have been arranged for their enjoyment.
7. Will there meeting room requirements? Break-out rooms?  How many people in each room? Will there be A/V (audio-visual) requirements?
8. Will there be food and beverage requirements?
9. Who will be the decision maker on the proposed plans?

Once these basic items are outlined, our experienced team will commence the process of syphoning through the plethora of options, variables and criteria to start building a series of solid considerations for the client. Often the research is expansive, yet always thorough. Once some viable options have been secured, a detailed presentation is arranged to highlight the various choices and price-points.

However sometimes when it comes to planning meetings, there isn’t the luxury of time for the actual planning. A few years back, a client contacted me on a Monday for a 4 night program, starting 3 days later on Thursday!  I remember the initial shock at the request because it wasn’t a simple, single day event. NOOOO, it was a “full-on-sales meeting” for two-hundred and twenty people, who would be flying into one location in Southern California from all over North America.  It was to be a combination meeting of incentive rewards, a shot-gun golf tournament, cocktail receptions, spa time, team-building, awards banquet, business meetings with break-out rooms and audio-visual requirements along with room “goodie bags” and numerous amenities throughout the program. The bonus was that this particular group had a realistic budget and they realized that last minute would be premium pricing. But they knew what they wanted and they wanted it NOW.

So where did I begin? I knew the dates and the geography of the location requested. I quickly reached out to solid industry vendors who “fit the criteria” (location, availability of dates, had meeting space, was a “high end” property, on-site spa and golf courses) and would be willing to work around the clock, if necessary, to get everything done in a 72-hour window. Key relationships in the travel industry can secure optimum results and that’s the advantage of working with folks who have the proven successes of past experience who can go to bat for the best expectations for our valued clients. So I quickly secured all and went to contract with the resort was a matter of locking in the requirements for meetings, receptions, meals, tournaments, leisure events, team-building and transportation. The meeting was an incredible success for ALL!

World Travel Business Elite; when it comes to planning meetings and incentive trips…we’ve got you covered.

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