Meetings + Events

Proposing an off-site meetings destination? Use this guide to ensure your recommendations align with company goals.

For a meeting event planner, the process of site selection is based on many considerations. If you're responsible for suggesting possible locations for an upcoming meeting or event, ask yourself these questions. The answers will help you develop a viable short list and will add weight to your recommendation - before you spend any effort on more detailed site inspections.

Does it fit your corporate travel policy? Find out about any recent updates or amendments to your organization's travel policy. You may be able to take advantage of arrangements with preferred accommodations and hotel meeting facilities and airlines for rates and value-added services, making your site selection decision much easier.

What's the climate like? We're not just talking about the weather, although that is indeed a factor, but also any issues surrounding the political or social climate that may affect security or participation rates.

Is the timing right? There can be dramatic peaks and valleys in seasonal hotel occupancy rates in various regions and cities, and this supply and demand will affect your budget for your event. Will your event coincide with other city-wide events or festivals that could affect the cost and availability of the services and accommodations your group needs?

Is it convenient to get to? When selecting an event venue, think about where the majority of your guests would be traveling from, factoring in travel time and cost of transportation. Will it be perceived by guests as an exciting travel opportunity, or a long and difficult journey for a too-short stay?

What are the transportation options? With flight schedules and frequencies in flux for many air carriers, inform yourself about service to your prospective destination. Direct, nonstop flights are preferred by most business travel participants.

Does the location serve your organization's goals? Consider any business or public relations factors that may tip the balance to one destination over another. Can you identify reasons a particular destination would have meaning for attendees as a motivator?