How to choose venue for meeting

Meeting can be defined as two or more people gather together to discuss on some topics aiming to reach a conclusion and an agreement.

Number of people participate in a meeting can be varied from one on one meeting, small number of participants to large size number of participants.

Each company usually creates a calendar of meeting or event for a year to assist them in developing a yearly budget. There are meetings held regularly every year and also a one-off meeting only depending on necessity.

Organize a meeting venue in a hotel is considered favorable.  This is because of several factors, such as, complete meeting equipment and furniture to allow flexibility of layout, several function room venues located in different floors, range selection of menu, flexibility to add choice of dishes if participant numbers increase or the meeting hour extends, and many others.

Here, I want to elaborate several factors important to consider before choosing a meeting venue.

1. Meeting room capacity versus meeting room set up

A meeting will usually take from 5 to 8 hours and therefore, comfortable set up and sufficient meeting room capacity is very important. Based on the necessity, some meeting might take longer up to in the evening.

Meeting layout range from U-shape, boardroom, class room, round table style depending on the meeting objectives.  Creativity of the venue’s owner to create a magical and interesting layout is a significant factor to be able to influence the decision-making process to choose the meeting venue.  Creativity here will include the ability to transform the available meeting room capacity to become a cozy venue, attractive meeting amenities, coffee break choices and set up, meeting equipment as well as lighting.

2. Location

Once city destination has been decided, then the venue location will come next.  If the meeting participant stay in a hotel where the meeting is organized, then location may not be an issue since it will be fewer travelling activities required.

Nevertheless, several factors to choose the location can vary, such as, within proximity to and from the airport, nearby sightseeing and shopping areas, closed to the site to be visited as part of agenda.

3. Meeting package and price

It is important to understand what the customer requirements to be able to provide the suitable meeting package and what are included.  Meeting package will not only talk about pricing, but also menu selection, the possibility to mix and match food and beverages, the creativity of set up, and also amenities.

When the available of meeting package is not suitable, then an option of tailor-made package can attract the customer.

4. Availability of function rooms

Some meetings can run for 3 to 5 days in which to hold the meeting in the same function room from one day to another will be convenience for the clients because it will minimize the process of re-set up, especially those related to IT aspects.

5. Different venue for lunch and coffee break

Having different venue for lunch and offering attractive set up for each coffee break will be a plus point to attract customer’s interest particularly those who will hold a meeting for few days.

Lunch venue does not necessarily need to be in a restaurant, but a creative idea such as, in the kitchen, in an open terrace, in a tennis court can become a unique and exciting area.

6. The contact person at the venue

Location is ideal, price is suitable, creativity of meeting place and food and beverage is agreed, therefore the decision to select the meeting venue can be soon reached.  But what happen if the contact person at that venue is difficult to be contacted and has an unpleasant manner. This type of character can give an impact into the decision process.

Do ensure that the contact person at the selected venue shows positive behavior, brings a pleasant communication, display a professional, friendly and helpful attitude which can create good impression to influence the successful of the decision-making process.

Some company has usually a certain budget set already to organize a meeting.  To avoid time wasted and to have a fruitful and productive discussion, it will a good idea if the client and the venue’s owner has an open discussion regarding the budget from the initial meeting.  This is to be able for the venue’s owner to accommodate the client’s requirements as well as to help the client reach the decision sooner.

Have a wonderful day.