Success in any event is the planning and organization prior to the day of the event.

Below are some key tips on helping you plan a successful meeting.

• Always start with the end result in mind and work backwards.
  Visualize the meeting. Will it include a PowerPoint presentation, slide show, handouts, music, etc? If so, start making a checklist of all the equipment necessary to put on your catering contract. Visualizing the end result is the best way to start your checklist of items needed and your "to-do" list.
• Make sure you schedule frequent breaks.
  Studies have shown that most people stay more fresh and alert if they are afforded more quick breaks, such as every hour. These do not have to be coffee breaks. They can simply be stand-up-and -stretch breaks.
• It is recommended you book another "breakout" room for your meals that is different from your meeting room.
  
  This is for a couple of important reasons: if you are trying to save money by utilizing the same meeting room for your meals, your group will most likely be asked to leave for an hour or so while the banquet staff breaks down your room and sets up for lunch. After lunch, they will then need a break down and set up period to restore the room back to its original state for your meeting to resume. If your meeting lends itself to having lunch served while you continue your meeting, keep in mind the distraction and noise of the staff serving food and beverage and setting up while you continue your meeting. For some, this may not work.
• Ask your catering manager about a block of hotel rooms at a discount.
  If a group is spending the night and hosting their meeting and meals at the same venue, the catering manager will often offer special rates for sleeping rooms as well as discounts on the rental rates for the meeting room, too. Ask.
• Get everything in writing and have it signed by both the hotel representative and yourself.
  Your catering contract (otherwise known as BEO - Banquet Event Order) as it called in the hotel industry, should state everything you have communicated to your catering manager. This document is the key to success (or potential disaster) for your meeting. This simple piece of paper is the "Bible" for your event and will be relied on exclusively and wholly by the entire venue to implement your desires for your event. It is distributed to the Executive Chef, the kitchen staff, the Banquet Manager and his/her staff, the Audio/Visual Department and often the Maintenance and Housekeeping Departments. Therefore, it is imperative that the information on this document be the most up to date and accurate. If you change anything on the contract after you sign it, request that your Catering Manager draft up a new contract and re-send it to you for your approval as well as re-distribute it to the hotel staff.
  Key items to verify on this contract include:
  
  • Date(s) you have booked the meeting room
  • Times the meeting room has been booked
  • All food and beverage requests and:
  • Times of these scheduled meals or breaks.
  • All audio/visual equipment should be noted
    such as microphones, speakers, computer and PowerPoint equipment, room set-up requirements, necessary registration tables, etc. along with rental prices, service charges and taxes.
    Never assume because you mentioned something to your catering manager that it will be implemented. The written contract is your only means of verifying that everything you have requested has been noted and most importantly, will be carried out the day of your event.
  
• Give participants a hotline they can use prior to and through the day of departure.
  If budget permits, make it a toll-free number.
• Make special arrangements for participants who have physical disabilities or dietary restrictions/needs.
• Print up a flyer and send out to all attendees
  that includes a listing of sights to see and activities of special interests in the area in which the meeting is being held.
• Pre-register all guests for the meeting
  as well as overnight accommodations, if at all possible.
• Set up a hospitality desk at the hotel exclusively for your group to deal with any problems that may arise.
• Negotiate with suppliers for the best possible rates, complimentary rooms, services and upgrades.<>
• When thinking about your meeting location, the following questions should be considered:
  
  • Is the location centrally located near a major airport/freeway and easily accessible to attendees?
  • Is there sufficient transportation to/from the airport to the meeting location?
  • Are there activities for your attendees and their spouses in the local area?
  • Is the meeting location experienced in handling groups?
    For a complete list of professional meeting sites equipped to handle all the details of your event, visit WeddingLocation.com, a search engine containing the world's leading event facilities, all of whom have professional staff equipped to handle the unique needs of your meeting.
  • What amenities do they offer?
    Is there Internet access, business services, in-house audio-visual equipment, spa, an on site gym, etc?