Secrets To Great Meetings
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Where to Start?
- What is the purpose of your meeting? Is it a board meeting, will it involve team-building or other activities?
- How many people will attend?
- How many days do you require? What are your preferred dates?
- What type of meals and food will you require?
- Do you require overnight accommodations?
- Will you require special transportation needs?
- What is your budget?
- Next search for meeting facilities that fit your demands. Find prices and request proposals.
A further resource, especially for larger groups: http://www.conventions.net/related_articles/event_planning_guide_step_by_step-a228.asp
Food & Dining
Importance of Good Food: Over the years our clientele has taught us the incredible importance of serving fabulous food. Most meeting facilities have excellent chefs and we simply recommend you check their menus and look for healthy satisfying options.
Allergies & Restrictions: Most meeting facilities are pleased to accommodate special dietary needs. Just ensure you inform them well in advance. Some special needs like Celiac / Gluten Intolerance may require the purchase of special food items.
Wine & Liquor: Just about all meeting facilities will have a liquor licence. So you should have the option of purchasing wines, beers & alcoholic drinks. This is a nice choice if your meeting is overnight…share a drink after the meeting or enjoy wine with dinner. In the case of a liquor licence (like a restaurant) you will not be permitted by provincial law to bring your own alcohol.
Dining Location: Where will you eat your meals? In the meeting room or is a dining room or restaurant available. It’s nice to change scenery sometimes…other times you may want a working lunch.
Recreation & Team-Building
Spa: Spa services have now become the most popular choice of recreation during a business meeting. Is a spa available? Is it on site? Book your treatments in advance with your meeting facility contact.
Team-Building Games: Does the meeting facility have spaces available, outside is especially nice when weather permits. Do they offer games or activities on-site? If you will be using their facility for team-building games we suggest you mention it in advance as some preparation may be required.
Relaxing: Not everyone may want to play a game or sport. Is their comfortable to spaces to relax, sit outside, take a walk or have a swim?
Team-Building Ideas: The web is full of resources. Here’s one: http://www.businessballs.com/freeteambuildingactivities.htm#team-building-games-exercises-activities
Comfort: Is your meeting room or meeting spaces comfortable? How is the lighting? Windows? View?
Seating: Is it well spaced? Are the chairs supportive?
Meeting Table(s): Do you have adequate space to work or present?
Multiple Spaces: Can you use other spaces in the meeting facility? Are they private? Are their small break-out meeting spaces?
Guest Rooms: Are they in the same building or easily accessible? Are they comfortable? Do they have their own private en-suite bathrooms? Are they relaxing and conducive to a good night’s rest?
Facility Accessibility: Is everything you require in a close convenient location – dining, meeting, sleeping, activities? Time is usually valuable during a meeting…
Accurate Prices: Make sure you understand the pricing accurately. Does it indicate the service or gratuity charge? Does it include the meeting room and food? Prices will likely always be before taxes.
Environmentally Conscious: Does the meeting facility outline their green initiatives? Are they moving forward and showing responsible care for our environment?
Planning: Do they provide a simple and easy planning kit? Is their someone to walk you through the process?