Conferences and conventions, reunions and retreats, seminars and symposiums: without exception, site selection is a critical factor in organizing a successful meeting. Here are some tips to help you identify the right meeting site.

1. Match Your Site To Your Objectives.

Your meeting site directly impacts your ability to achieve desired outcomes. Beginning the process with a clear understanding of what you hope to accomplish will help you find a site compatible with your objectives.

2. Establish Your Priorities.
List the site factors most important to making your meeting a success. These may include proximity to an airport or other transportation links, a specific type of atmosphere, flexible room arrangements, elegant or casual dining, and others. Know your needs going in.

3. Tally Your Attendees.
Count everybody - registrants, speakers, exhibitors, sponsors, staff, spouses, media and other guests - and select a suitably sized facility. Remember, your use of single or double accommodations will impact your overnight calculations.

4. Check the Calendar.
Identify the best time to meet, how many days you will need, and any potential alternate dates. Flexibility means more options. Off-season periods may also afford a wider choice of dates and rates.

5. Prepare a Budget.
If those attending your event pay a registration fee to participate, it might be easiest to devise a per-person budget, incorporating the fee. Otherwise, set an overall spending target for your meeting.

6. Determine Regional Preferences.
Don't squander time going all over the map. Zero in on a particular region that most suits your needs. Consider the season, area attractions and events, accessibility, as well as travel time.

7. Pay Special Attention to Meals.
The dining experience can contribute greatly to the success of your meeting. How many will you be feeding? Breakfast? Lunch? Dinner? Does the facility offer room service? Can it handle any special dietary needs? Explore these and other questions with your facility manager.

8. Identify Special Accommodations.
Anticipate the need for a VIP or hospitality suite, a private reception area, special entertainment options or any number of other specific needs. Determine availability and impact on cost.

9. Specify Meeting Facilities and Equipment.
A conference may require a large meeting hall, smaller rooms for workshops, and exhibit space. A corporate meeting may demand a business center with PCs, copiers and fax machines. Explicitly stating your requirements can prevent surprises later.

10. Stipulate Other Desired Amenities.
These may include on-site recreational diversions such as an exercise room or swimming pool, plus off-premises points of interest for spouses and free time.

Submit your request now for advice and assistance for your next Meeting or Convention. We'll contact you immediately with a quick list of potential sites, then after getting more details from you, we'll fax RFPs to those members who are most appropriate.