Meeting Planning: Not Just Ordering Pastries by Sherie L. Howell, CMP, CMM

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(This article was published in the KC Small Business Magazine, February 2010 issue.)

Handling the details is a key ingredient for a successful meeting of any size.
 
As companies grow, so too, it seems, do the meetings—both in frequency and size. So, meeting planning ultimately becomes part of your job description or that of someone within your company.

Planning a meeting, large or small, is a significant undertaking, requiring the consideration of literally hundreds of details. A well-executed meeting requires the use of basic time management and organizational skills to enhance planning and preparation of the meeting details.
The planning begins with defining the meeting's objective. Business owners should consider what they hope to accomplish with the meeting, whether it is educational, political, social or a combination.

The role of a meeting planner responsible for all of the meeting logistics extends far beyond picking up the phone and ordering pastries. Being detail-oriented is definitely a plus to producing a successful meeting. Having a checklist and timeline will keep you focused, on-task and within your budget. The checklist outlines all of the tasks and activities associated with the meeting and reminds you of the many details to accomplish.

A good timeline is essential to keep you on track. A timeline can be as simple or as complex as you want. The key is to make sure the timeline includes hard deadlines for vendor payment dates, food and beverage guarantee dates, contractual dates, dates when marketing pieces go to press and much more.

Here are seven steps for planning your next meeting:

1. Budgeting
Set up a budget that is realistic and obtainable. Do not overestimate your attendee numbers or your sponsorship or exhibitor revenue. Make sure you consider food and beverage tax and service charges, which can add a large percentage to your total costs. If hosting an off-site event, consider additional charges such as rental fees, dance floor, lighting and ground transportation.

2. Determine the Meeting Dates
When you select specific dates, decide if they are flexible. Quite often, flexible dates can give you negotiating power and provide substantial cost savings by filling an opening the facility wouldn't otherwise fill.

3. Preparing a Request for Proposal (RFP)
Prepare the meeting specifications in a document that outlines all of the details. Include your wish list and see what the facilities offer you. The local convention and visitor's bureau is a good resource and can send the RFP out for you to their entire hotel and venue contacts or to a member list that meets your requirements.

4. Choose the Meeting Location
If the meeting is all business, recreation and tour opportunities might not matter. Airport accessibility is also important to think about if attendees will be flying in for the meeting.

5. Conducting a Site Inspection
Once you have received proposals from facilities, hotels and venues, review the proposals and narrow down your options. Make an appointment with the sales staff for each location and arrive early to observe service at the facility.

6. Negotiations
Demonstrate the value of your meeting. If considering a hotel, are the location and dates you have selected in high or low season? Consider all of the items you can negotiate, including sleeping room rate, complimentary meeting room space, sleeping room amenities, food and beverage discounts and audiovisual discounts, just to name a few. Remember, everything is negotiable—all you have to do is ask!

7. Contracts
Negotiating contracts can be overwhelming. Make sure the contract language for the facility, caterer, band, etc., is clear and unambiguous. Ask for attrition amounts, performance clauses, cancellation fees and force majeure clauses that cover you from any penalties or additional fees.  Local meeting planning companies can not only provide guidance and handle all the details, but they often have leverage with local hotels and service providers and can negotiate a better rate for your meeting.

Sherie Howell, CMP, CMM, is the conference manager for A-S-K Associates Inc., a small, minority, veteran-owned business in Lawrence, Kan. Sherie can be reached at (785) 841-8194 or showell@askusa.com.