Events 101
The economy has certainly made an impact in the Meeting Industry. Institutions, Associations, Groups, and Corporations, find themselves cutting corners. These cuts are trickling down and affecting meetings in terms of overall budgets and the meeting itself taking place. Going back to basics and determining the Who, What, When, Where, How of your event is the first step in justifying planning your next meeting and ensuring that your meeting is being planned effectively and efficiently.
Who is your audience?
What type of event is this i.e. educational, networking, social, retreat, etc.
When does this event take place and over what period of time.
Where would this event be ideally held, are there any locations in mind
Why is this event taking place, what is the purpose of this event.
Once these questions have been answered then you can move on to the next phase in the planning:
Budget:
Establish your meeting needs and put together a budget, take note of must have's and value added items.
Negotiate:
Don't be afraid to ask! Include your "wish list" in your RFP. This can give you leverage when negotiating between vendors and venues.
Resources:
Be sure to make use of all of your destination resources or vendor resources. Convention Visitors Bureaus, in most cities, can assist with services such as site visits, marketing your meeting, preferred vendor list, price breaks, sponsorships, and access to unique venues. When selecting an event management company, not all are alike, take time to review all options and services provided. Compare your meeting needs vs. services offered.
Helpful Links to help you plan your next meeting: