Hospitality & Fine Dining

Plan like a pro: Winning strategies for meeting planning

It inevitably happens when watching professional sports. You think to yourself…Hey, I can do that! It looks so easy; surely it can’t be that hard to toss a basketball into a generously sized net. But after one game of “Horse,” it is clear there is nothing generous about the net and there is something more than luck to the athleticism and sheer talent of a professional basketball player.

The same holds true for meeting planning. A perfectly executed meeting can appear effortless but, in reality, there is a great deal of preparation, planning, communication and teamwork required to get from start to finish. Professional meeting planners and venue representatives can take an idea for a meeting, make it a reality and leave attendees feeling their time was well spent. And that is an all around slam-dunk scenario./

So where to begin the planning process? Consider all of the meeting or conference “big picture” logistics. Will physicians, doctors, surgeons and others be traveling to Houston for this meeting? What about accommodations? How many days will this meeting take? Does transportation need to be provided? How many people are expected to attend? Who will be presenting at the conference?

It’s all in the Budget

Once everyone is comfortable with the general overview of the event, the first decision to make involves budget. Having a set budget will help determine the size and scope of the meeting – as well as set limits on spending before it gets too far into the planning process. The budget should be communicated to each vendor hired to coordinate the meeting to preclude being sold a transportation package or menu items that are not realistic. Sticking to the budget can become tricky when coordinating so many moving parts; leave a little wiggle room for last minute changes that will unavoidably arise.

Needing Professional Help?

If the thought of crunching budget numbers in an Excel spreadsheet, managing rooming lists for out-of-town attendees or tracking down reliable vendors are causing restless nights, give some serious thought to hiring a professional meeting planner or coordinating your efforts with a hotel conference services manager. They are, after all, professionals at it. And just like a basketball pro, they will make every detail appear seamless and even bring creative and fresh ideas to the table.

Set the Date (Sort Of…)

Flexibility on event dates will usually result in securing the best rates. Have a few date scenarios in mind when speaking with a potential venue for the meeting, as even moving one day earlier or later can impact the ability to negotiate better rates for food, room rental, audio visual needs and more. Also, consider the meeting location. If the meeting is downtown, there is a greater chance to save money by booking the meeting closer to a weekend, whereas other places, like resorts in the Woodlands, may offer better midweek pricing.

My Place or Yours?

Keeping a meeting onsite or taking the meeting to another setting is usually an option every meeting planner weighs. While it sounds cost effective to keep the meeting and attendees close to home, do consider all the items that need to be rented, delivered, set up and returned. Items such as tables, chairs, screens, electrical connections, food and drinks are usually more expensive to bring in than to rent from a facility that routinely hosts meetings. In addition, offsite meetings have the added benefit of allowing attendees the ability to fully disconnect from the office environment, which helps keep focus on the agenda and encourages collaboration and the exchange of ideas. Flip Charts and Food and Fine Print, Oh My! The details involved in planning large-scale meetings can often feel as involved as planning a wedding rather than a corporate function. And in some ways, it is the same. While each decision on its own seems inconsequential, when it all adds up, the finished product will be reflected through the ease and steady flow of the meeting agenda. When it comes to planning details, here are some tips and tricks to consider from professionals in the field:

• When securing meeting space think about how attendees will move from one meeting to the next and plan the agenda accordingly.
• Food and beverage is one of the most important elements of a meeting and can be the most costly. If the conference services manager understands the budget, let them provide a preliminary menu offering for all meals. It will save time from studying pages and pages of menu options, which can get confusing…and lead to curiously strong hunger pangs!
• If you are providing a “light bites” reception, make sure the venue places all food tables against a wall rather than the center of the room. Less access to the table means less consumption of food and less money spent. Less can be more!
• Along the same line, place less expensive food closer to the door and more expensive food in the back of the room.
• If attendees won’t notice the value between standard or premium liquor, don’t invest in the premium. And that should be the standard!
• Waste can lead to wasteful spending! Waste is not necessarily just leftover food, but additional food that is added last minute. An increase in meal counts of more than 10 percent can lead to extra fees for labor.
• Be sure to inquire with the venue as to what equipment they store onsite. If they have to order in chairs, tables and screens, there will be higher costs associated with renting versus using in-house stock.
• Know your attendees…as well as this little known fact. Typically, well traveled individuals who are accustomed to highlevel meetings tend to consume less while attendees who are infrequently involved with offsite meetings tend to sample everything and may even stockpile bottled waters and tea packets in their rooms.

Corporate meetings, functions and events are a necessary part of doing business today. Make effective use of the time and money invested by coordinating a meeting that is professional, well thought out and, most importantly, within budget. Achieving that goal is certainly a winning combination.