• Booking the Perfect Event

     
    POSTED March 17, 2014
     
    Dining Alfresco

From an industry trade show for hundreds to a group of lawyers from across the country more interested in skiing than meeting, Colorado hotels receive all kinds of group requests in the course of a year. Here is a short checklist for meeting planners to consider when booking successful gathering.

  • One-on-One: Want to make sure everything goes perfectly from the first planning stages to he final checkout? Choose a hotel where the person who books your meeting is the one who services it.
  • Can You Hear Me Now?: Make sure a venue’s audio-visual system can handle your technology and presentation needs. Some hotels charge extra for audio-visual services provided by an outside company.
  • Location, Location, Location: The number one rule of real estate applies to group events, too, from meetings and conferences to weddings and reunions. Your guests will be happiest if they have quick access to an area’s amenities.
  • Dine Alfresco: An outdoor dining spot can bring a breath of fresh air to meetings. Ask during planning stages if the venue includes the chance to step outside at meals.
  • Fee or Free: Hotel extras can increase your bill significantly when each service comes with a price attached. Consider what services conference goers might need, including Wi-Fi, parking and even watching a movie, and ask about hidden charges.
  • Community Props: A strong community marketing organization helps conference planners find your community and provide the big picture on what the area has to offer.
  • Know Your Audience: Tailoring a meeting for best results can be as easy as having a way to efficiently gather audience responses. See if the venue you are considering offers polling devices.

Get Connected: Antlers at Vail // 970.476.2471

Any planner knows that reliable Wi-Fi and networking opportunities are necessary, but here are 10 equally crucial elements for executing successful meetings and events.

1. CLEAR OBJECTIVE Attendees need to know what they’ll gain from the event, and speakers need to know what to prepare for. Once you determine the objective, run all decisions regarding the event through that filter: Do the chosen speakers and breakout session topics all contribute to achieving your event’s purpose?

 

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