How to Manage a Corporate Event - Part 2

Last week, I talked about building a corporate event management team, with specific responsibilities assigned to each team member.

One area of extreme importance - and often the first area people think about when planning an event - is hotel logistics or what is often referred to as meeting planning.

Where should you hold your event? Do you have a core group of attendees traveling from one location? Do you need to be in a central location? What type of venue will work best for your event, and send the right message to your attendees (and corporate executives)?

Several key areas are listed here. Review this list, add more if needed, then rate them from one to ten in importance to both your organization and attendees:

____ Cost of Meeting Space, Food & Beverage
____ Layout of Meetings Space, # of Breakout Rooms
____ Cost to Attend at Venue (Airfare, Hotel Rooms)
____ Quality of Food & Beverage, Accommodations
____ Access to Other Attractions in Area
____ Venue Amenities (Health Club, Pool, Wireless Internet)
____ City Location
____ Resort Location
____ Conference Center Location
____ Corporate Office Location (Auditorium, Cafeteria)

OK, got that? Now, once you have rated the above items, look for common scores, and build off of these items first in your search for a venue.

Here's a smart thought: If attendees are paying to attend your event, including airfare and accommodations, you may want to consider giving more weight to their needs. If you are footing the bill for the conference, pay a bit more attention to your scores first.

Look to the Web
There are many venue search tools available on the web. One site that is simple to use and easily understandable is http://www.eventective.com. You will need to have an idea of attendee size, city or state where you plan to hold your event, and room set-up (theater-style, schoolroom, banquet, etc.). The search engine will then locate properties that have space for you.

Things to Remember
Lastly, here's a little checklist of key items to remember while planning the logistics of your next event:
- Preferred Event Dates/Days of Week
- Back-Up Event Dates/Days of Week
- Check for Major Holidays/Religious Holidays
- Site Visit to Top 2 or 3 Venues
- Budget (Per-Person Cost, Including Taxes)
- Contract Terms, Deadlines for Deposits
- Food & Beverage Guarantees, Minimums
- Food Tasting
- Menu Planning (Low-Carb, Low-Fat Options)
- Indoor Back-Up Locations in Case of Rain
- Average Temperature During Your Event
- Room Block & Cut-Off Dates
- Competing Companies at Venue Also?
- Union Labor Concerns?
- Ample Set-Up Time for A/V & Staging
- Ample Tear-Down Time for A/V & Staging
- Cost for Taxi from Airport to Venue
- Room Décor for Special Events
- Registration Desk Set-Up for Your Event
- “Green Room” for Guest Speakers
- Gratuities for Great Staff Members
- Rooming List
- Breakout Room A/V, Power, Internet, Etc.
- Recreational Activities Determination
- Local Entertainment Options (DJs, Etc.)
- Photography
- Guest Programs
- Off-Site Functions (Dinners, Etc.)
- Transportation to Off-Site Events
- Post-Event Analysis of Property

I welcome your comments!

Coming Next: A focus on content development.