Monday morning always seems like the dreaded day of the week, especially after enjoying the weekend with family and friends, the start of a routine isn’t always appealing. Tasks left over from the previous week are usually the priority that needs to be taken care of first. Unfortunately, the one you expected to be the easiest turns out to be the most challenging, especially if you’ve been asked to find a meeting room that’s available for the date you need, affordable, on a budget, and clean.
Often times, this daunting task is the last tick on the list. For a first-time meeting planner, it would stand to reason that this would be the easiest step in planning a meeting. Unfortunately, this is actually the most difficult to achieve, unless you have an open budget with no limitations.
Here’s a simple checklist key to securing a meeting room.
Location: Centralize your location when it’s most convenient for attendees. If you’re traveling, make sure the meeting place is easily off the road. Just because it’s minutes from the freeway doesn’t mean it’s going to be easy to find.
Dates – Secure your date immediately. In many cases, the availability of dates is the main cause of spending hours securing your location and rescheduling. If possible, have at least two alternate dates.
Fees – Determine if the fees will work within your budget. Some places charge flat rates or there are also hourly, half day and full day rates. In larger venues, the cost includes staff time and pre-meeting preparation that you may or may not need. Also, you’ll find that many restaurants offer a free room or even a low-cost room, however, ask about minimum food purchases, number of people required, and plan for multiple interruptions by servers.
Attendees: Find out the maximum number of people the room will allow. If you are planning for a larger number of attendees, overestimate the size of your room. The more people attend, the warmer the room becomes.
Privacy – Your customers deserve your attention, and interruptions from staff, outside events, and sliding doors don’t protect your valuable information.
Screen: Take into account the size of your screen. Your on-screen presentation can significantly reduce the number of attendees by approximately 10 or more, depending on table styles and fire code regulations.
Services: Find out what is included and if there are any additional costs associated in case you forget to bring something. Ask if they have password-protected wi-fi, coffee and tea, presentation booths, tablecloths, technology equipment, cost of additional prints, video conferencing capabilities, etc. The less they provide, the more you will need to bring to the meeting.
Catering/Meals – Many places do not allow food from outside. If they have to provide food on site, ask the cost per person for the food and what is included on the menu.
Overnight Accommodations: If you’re reserving a room, ask if there’s a free or discounted cost for using an on-site conference room.
Double Reservations – Confirm the reservation policy. You want to make sure that the room you booked will be the room you will use.
Cancellation policy: ask if they have a policy regarding cancellations and what is the cost of the penalty, especially in case of bad weather, emergencies, etc.
Pre-Visit. If you have the opportunity to visit their meeting place, please do so. Photographs do not reveal smells, noises and distractions.
There are dozens of venues available for events, but securing one to maximize your budget and expectations can be challenging. In some cases, the cost of a room may be greater than the profit from the insurance business. When planning a meeting, it’s best to call a professional venue that specializes in training and meeting services.
Be sure to remove all obstacles to secure a spot, and more importantly, be honored as a professional entrepreneur or corporate executive. Whether you’re looking for a conference room, meeting room, training event or open house, trust that you won’t be surprised by the unexpected.
