• Booking the Perfect Event

     
    POSTED March 17, 2014
     

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

Choosing a career in the event industry is not for the faint of heart. Let’s face it: Event planning is stressful. The last-minute changes, demands from clients and surmounting urgency of a quickly approaching event can make it difficult to maintain a healthy work-life balance.

As a new mother, I’m right there with you and need just as much help developing a healthy work-life balance. In my experiences working in events, I’ve found the following to be helpful ways to care for my mental health, despite being in a stressful profession:

 

The International Floral Distributors each year teams up with Produce Marketing Association and a designer to create the “Flower Trends Forecast.” For 2020, the organization enlisted Helen Miller, AIFD, CAFA, CF, and Derek Woodruff, AIFD, CFD, CF, PFCI, AAF. Miller owns Flowers & Such in Adrian, Michigan. Her work has been showcased in publications such as Floral Management, Florists Review, and The Knot.

 

Whether dabbling with an augmented reality app, getting up to speed on the complexities of 5G service or employing cocktail-mixing robots, planners are no strangers to emerging technology. As meetings and events become increasingly tech-driven affairs, we’ve checked in with top event production pros for their takes on the latest event tech trends and what’s to come in the year ahead.