Quick helpful tips forSite Selection best practices

Strategic Meetings Management

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Once meeting goals/objectives have been decided … Time to line-up the destination!

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Choosing a Destination

If you’re using online event registration

software, you should have a budget

estimator tool to help you.

If you’re managing events by hand (may take longer), compare destination expenses.

Where are a majority of your attendees coming from?

Are you paying for travel?

Is this event mandatory?

Did you create a pre-event survey?

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Key StakeholdersPlannerClient (if applicable)Destination/VenueOther meeting/event staff

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Lengthy List of Considerations

Accessibility – What’s around? Can you walk anywhere? Is it safe?

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Accommodation Facilities

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Meeting Facilities

Site Environment

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“Servicescape” … Physical features that can enhance or hinder your event

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Number of rooms, meeting spaces & gathering areas

Attitude of staff

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Location, location, location!

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What is within walking distance? Entertainment, Dining, Attractions

What is the transportation situation? Taxis, Hotel shuttles, Walking

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Additional Considerations

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Does your organization have a preferred vendors list?

If so, always check there first for pre-existing negotiated rates.

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Does your team have a meetings calendar?

Great opportunity to check for other company events taking place the same time as your event.

Piggyback. Host your event at the same location and negotiate a discount.

If you don’t have a calendar, make one! Huge opportunity for savings.

Time Of Year

Weather conditionsConvenienceBenchmark Ask other departments & industry experts about their experiences.

Example: May make sense to have an event in Arizona in the summer because you’ll save dramatically.

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