Narrowing Down Choices For Meeting Rooms
There is a lot of decision making involved in choosing or narrowing down the choices for the appropriate meeting rooms
. The final choice can make or break a business deal or event. It can be fun and challenging making the choices, but do not feel overwhelmed. Look at the rooms that are available for the schedule of the event and start from there.
Now, assuming that there is already a room in mind for the type of event that is being planned, there are some factors that may affect the final selection of the venue. It is very important to check out the site personally to find out if it is the right place or not. It is also very important to check out the place before contracting it.
Schedule of the Big Meeting
It is very important to first have the actual time and date of the meeting to take place. Making reservations for meeting rooms is easy, but if there is no idea of the when and the time, this can be a difficult thing to do. There is no venue that is available at a moments notice that will not cause some issues, stress wise and budget wise.
Scoping the Locations
After the schedule of the event has been finalized, it is now time to find the potential venues to hold the event. One of the most popular choices is a hotel for these should have enough space to hold meetings and parties. This is not the only option thought. Be creative about the choices. Consider the theme of the meeting and think about what are the three best locations that would meld both the theme and the venue. Now, consider what the guests would prefer when they attend the type of meeting in mind. Think about the guest response. Most likely, more will attend if the venue is fun and exciting.
The Meeting Space
It is very important to have a venue that is big enough to hold the number of guests expected to attend the meeting. Think about equipment needed for the meeting. Find out if the venue can accommodate the technical needs.
Considering The Venue Image
It is important for a venue to have the right image that would reflect both the host and the theme of the meeting. There are reputable venues out there where the service is exemplary. This can be the key to having a successful meeting. Look into the reputation of the venue in terms of their facilities, their clientele and their staff.
Discussing the Budget
If there are financial constraints, the choice of venue would have to be further narrowed down to one that can fit the budget allotted to it. However, if the budget is open, there should be no problem. The planner of the event or meeting can make better plans that are reasonably within the amount they are given for the success of the meeting. However, it is still important to negotiate the rates for the services of the venue.
Getting the Management to Agree
Leave three venues as possible final choices. Make a list of the pros and cons of each venue and present them to the management including the costs involved. Do not hide anything from the management and try to be open about their final choices. Do not settle for just one venue for this can pose some difficulties should the management decide against it.
When choosing for potential
meeting rooms, it is very important that the
meeting venues fit the criteria that the management spelled out and which rates are within the constraints set by them. Although the final choice of the
meeting venue will be crucial to the success of the planned meeting, it should suit the theme or purpose of that meeting, not overshadow it. Present three or even four final choices so the management can have their final say at the end of the day. Presenting three to four choices will prevent difficulties if the management does not agree with one of the venues. Finally, it is very important to make sure that the venue is accessible to everyone and have all the facilities that are needed in order to ensure comfort for both the guests and the equipment.
by: Sarah Shore
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