Planning a meeting is like baking a cake. Leave out one ingredient, and the cake may not rise to perfection. Like baking, the detailed steps it takes to plan meetings are crucial to the outcome and success of events. Here are 5 tips to follow when planning offsite meetings.

Start with an agenda

  • Hotels need exact details to provide quotes; dates, room needs, meeting times, attendee counts, seating styles
  • Mention if your dates are flexible

Evaluate proposed meeting spaces carefully

  • Ideal; square rooms with solid walls (avoid narrow spaces with airwalls)
  • Request; photos, square footage, dimensions, ceiling height
  • Consider; natural light, Wi-Fi quality (avoid below-lobby rooms)
  • Check; for citywide conventions that might impact your event

Conduct site inspections in person

  • Websites can be misleading. Visit hotels to verify reality
  • Assess neighborhood safety and cleanliness
  • Remember, sales managers aim to book all spaces and may suggest inappropriate rooms
  • Never sign a contract without visiting first
  • This is your most critical pre-contract task

Negotiate protective contract clauses

  • No relocation; prevents guest displacement if hotel oversells
  • No competitors; ensures rivals are not meeting simultaneously (name them specifically)
  • No renovations; avoids construction disruptions
  • Rebooking; allows applying cancellation fees toward future meetings

Hold a pre-conference meeting

  • Meet with conference services manager the day before guests arrive
  • Review all details chronologically; menus, AV, room reservations, seating styles
  • Consider this is your “insurance policy” for flawless events