Planning An Event Archives - PlanAnEvent.org

How to Plan an Event on a Budget

May 15, 2013 By Andrew Maxwell Comments

photo by www.ehow.com

A seasoned event organizer knows that part of winning a piece of business means that their budgeting skills need to be sharp. In some cases it can be a deal breaker. Knowing which questions to ask a potential client can help an event organizer select the right venue.

In this post I’m going to show you why the budget planning process doesn’t have to be the toughest part of an event proposal.

The Budget Planning Process is a Key Component to an Event Proposal

For most conferences or events, it’s the social functions that can add to a planner’s overall budget. It can also be a bit of a catch 22. Most event organizers understand the importance of adding social components to a program. From the planner’s perspective, they have to make the event attractive enough so that the attendees want to come.

The budget planning process for an event begins at the initial planning stage. That’s when the meeting planner sits down and maps out the various components of their conference or event. If they have a predetermined budget, they can begin to allocate funds towards each component. Pretty soon they’ll have an understanding of which parts of the program will need to be tweaked in order to meet the event’s budget.

You might want to check out these related articles on planning an event:

How to Select the Right Venue for Your Events

Event Planning Tips for Food and Beverage Functions

Meeting and Conference Planning – Finding that Just Right Meeting Location, Location, Location!

How to Plan Your Budget around Your Event

A social event usually involves; on-site staff, transportation, venue rental fee, food and beverage, service and equipment charges and entertainment. You can easily understand where the cost will soon reach, or exceed, it’s budget. But rest assured, there are ways to still have a great social event without blowing your budget.

When I meet with a prospective client I always inquire about their budget. Sometimes planners are hesitant to disclose their budget (as they feel that that amount will get chewed up regardless of where the event is held). However if I know what their budget range is, I can find a suitable venue that will work within their parameters.

Here Are Three Areas Where You Can Trim an Event Budget

Transportation. Of course if you are holding your event off-site, depending on its location, you will have to provide transportation. Transportation vehicles can be expensive. Depending on the group’s size, you can easily spend $20-$30 per person on transportation.

Tip – look for venues that are within walking distance or consider hosting the event in-house (at the hotel).

Venue Rental Fee. Many groups like to host their events in unique spaces. Museums and art galleries are amongst the favorites. But, for facilities like these, there are venue rental fees on top of the food and beverage charges.

Tip – look for venues, such as restaurants with private rooms, that are elegant yet do not charge a venue rental fee on top of the food and beverage charges. Hotel ballrooms do not charge a rental fee if your event has food and beverage.

Service and Equipment Charges. Many standalone venues (such as museums and art galleries) are not equipped with kitchens. Therefore, the caterers are required to bring their own equipment and service staff for the event. They passed this charge along to the client, naturally. The cost for service and equipment can even be in excess of what the food menu would cost.

Tip – look for venues that have on-site kitchen facilities. Also, quite often, the in-house caterer has more access to the venue and can offer lower service and equipment charges because of that. Hotel ballrooms also do not charge for service and equipment.

Planning an event on a budget can be challenging. A seasoned event organizer knows which components of an event can be trimmed without affecting the impact of the event itself. Transportation, venue rental fees and service and equipment charges are three areas that can drive an event’s budget over the top. But there are venues out there where you do not have to pay these charges. An event proposal that addresses these areas has a very good chance of winning that piece of business.

Filed Under: Planning An Event Tagged With: budgets, event, eventplanning, eventprofs, planning an event

What If You Plan an Event and No One Wants to Come

May 3, 2013 By Andrew Maxwell Comments

photo by www.123rf.com

Have you ever attended an event and wished you were somewhere else? Or perhaps there have been times when you couldn’t wait to get to a particular function. Can you remember what it was about the events that you didn’t want to attend? Or better yet, do you remember what it was about the events you wanted to attend. These are the questions meeting and event planners tackle as part of their everyday jobs. For me, I have attended events that I dreaded as well as events where I couldn’t get there fast enough. Truthfully, it all depended on the event itself.

Having been in the event planning industry for more years than I wish to state, I began to recognize early on in my career that the key to winning a meeting planner’s business was to create events that sparked interest, made people have fun and sometimes they even learned something new about their industry.

Five Event Planning Tips to Consider for Your Next Event

photo by www.mmidirect.com

The event should be something that an individual could not do on their own. Early on in my career, this became one of the main focal points. What I found work best was to propose events that the individuals attending would not have been able to do on their own. Of course the ideas depends entirely on the type of groups. Receptions and/or dinners in a museum is something that the average person would not be doing on their own. Depending on your client’s budget, there are many unique venues in most cities that rent their facility for private functions.

Don’t plan it for yourself. I had the luxury of taking a management course with the Walt Disney Corporation a number of years back. One of the things that has always stuck in my head was a quote from Walt Disney himself. He was once asked to describe his success. One thing he said was “you don’t build it for yourself, rather find out what the people want and build it for them”. A lot of new planners tend to plan events around their own interests. What they are forgetting, however, is that the attendees do not necessarily want to do the same types of things as the event planner.

Make it fun. I know this sounds so simple but it’s also something that gets overlooked often. Making an event fun doesn’t mean that people have to jump into bouncy blow up things (mind you, for the right group, those can be fun). If you are considering having sponsors for your event, this might be an area where they can help you. Whether it be a draw for a trip of a lifetime, or perhaps a take away prize, a little creativity can make people want to come out knowing they’re going to have a good time.

Have a star at your event. Now I’m not saying go out and hire Brad Pitt or Angelina Jolie to circulate at your event (if you have the budget, go for it – I’ll bet people show up). Rather, look at some of the superstars in your industry and see if you can get them to attend your event. Maybe it’s a keynote speaker that has a topic that people want to hear.

Become known for a specialty. If you do multiple (or regular) events, become known for a certain aspect of your events. One example might be the food that you offer. Rather than the typical passed hors d’oeuvres or food stations, why not make your food unique by offering something that stands out. By becoming known for this one item, you’ll soon develop a following. People want to come to your next event to see what type of food you’re going to be offering “this time”. After all, if you go off the beaten path just a little bit you’re going to get noticed.

Creating an event that people want to attend can be a difficult task. The key to creating successful events is to think outside of the box. Reflect on the events that you’ve attended and think about the successful ones. What was it about the ones you liked? Build an event template that covers the key areas that will help make your event stand out.

Filed Under: Planning An Event Tagged With: event planning tips, eventplanning, eventprofs, events, planning

What Is It about Transportation That Drives Event Planners Nuts?

May 1, 2013 By Andrew Maxwell Comments

transportation poster of planes trains and automobiles

photo by blog.spartanrace.com

As we have talked about many times, event planners wear many hats. One of those hats usually includes transportation logistics. Most times event planners need to transfer their delegates from one location to another. And quite often the transportation involves many different types of vehicles, depending on the event itself. For example, airport transportation can utilize a coach, limousine service or an airport shuttle.

Transportation Can Be a Make or Break Component to Event Planning

As a full service Destination Management Company (DMC) we would often be tasked with booking transportation, in addition to other program components, for event planners. As the years went on, and event planners began to utilize the Internet much more frequently to secure suppliers, I found that they would still hire my company to do the transportation.

Transportation is very local. In other words the companies that an event planner would hire are expected to be experts in their fields. But so much can happen with transportation that is beyond anybody’s control. When it comes to airport transportation, event planners are dependent on the weather, both at the arrival destination as well as the many departure destinations. On top of that, there is local traffic that can throw a wrench into a well organized schedule.

Event planners, how many times have you heard that the coach you are waiting for is stuck in traffic and is just around the corner? I know that when we were organizing transportation for any of our clients, tardiness was a concern. When we would call into the transportation companies dispatch, more times than not, we were told that our vehicle was stuck in traffic and should be at their pickup location in a matter of minutes. Well, those minutes would often end up being 10 or 15. And when you’re standing on a street corner looking for a coach, with your client beside you, 10 or 15 min. can seem like an eternity.

There Are Many Types of Transportation That Event Planners Have To Consider

Quite often a meeting or event can have many transportation components. Some of the more common transportation elements are:

Airlines

Railway

Airport transportation (involving coach and limousine service)

Coach shuttles

Event transfers

Sightseeing tours

Valet service

refine search for transportation Click here to view our sister site’s, WTTC.com, transportation directory. Here you’ll get a sense as to what questions you need to think about when selecting transportation companies.

For an event planner the goal, when selecting a transportation company, is to work with a service provider that has a solid reputation. My recommendation is to always ask for references. And those references should be from similar groups. Most event planners know that with transportation there will always be situations that arise. But what sets great suppliers apart is how they react to those various situations. I might be a bit biased here but my advice to event planners, especially with regards to transportation, is to hire a local expert.

Filed Under: Planning An Event Tagged With: DMC, eventplanning, eventprofs, transportation

How Do I get Event Planning Experience?

April 25, 2013 By Randy Markus Comments

Photo courtesy of Sean MacEntee

Ever thought about a career in event planning? If I’ve been asked once I’ve been asked a hundred times, how do I get event planning experience? For some just the thought of planning events for a living really is a dream come true.

An event planner is responsible to organize the operations and logistical components for a meeting or event program. They are in charge of the planning and executing of events from public to private, corporate to weddings, meetings to receptions and everything else in between. Tasks include everything from; budget and contract negotiations, finding locations and venues, securing service providers and entertainment, choosing decor and food and in general taking care of each and every detail required for small and large meetings and events alike.

What is an Event Planning Career About?

Event planning is an exciting and fast paced career. Of course it takes a lot more than a passion for parties or planning to be successful. You got to have an arsenal of expertise and abilities including people skills, strong attention to detail, the ability to work under pressure and experience. And whether the task at hand is a reception gala, convention or wedding the common thread is events and meetings bring together individuals for a shared reason. The responsibility of the event planner is to make sure that the shared reason is accomplished flawlessly coordinating every single element from start to finish.

SO How Do I Get Event Planning Experience?

Event planning is definitely a career in progress and while some planners come to the table with a boatload of knowledge, resources and experience others need to be educated and require some guidance, training and yes experience. Two of my favorite ways to help get your foot in the door are volunteering and networking. Both great ways to inch closer to the career you want.

If time permits contact non-profits, event venues and reputable event planners and volunteer your time. Propose to family and friends that you will plan their events gratis in order to acquire skills and experience. Enduring event planning success is built on the experience and knowledge an event professional brings to their clients. Volunteering provides the chance; to learn and apply and improve skills with hands-on work along with the opportunity to develop a portfolio.

Networking is a perfect way to get your name out there and meet potential suppliers and future clients. Networking and staying connected has become a very important part of doing business these days. It provides the opportunity to establish and build industry relationships, stay on top of trends and grow professionally. It also offers the opportunity and setting to meet new people, stay in touch with others and have a better understanding of the industry in general. One of the coolest things about networking is you just never know who you will end up meeting and chatting with.

An event planner wears many hats and must oversee every part of the experience. If you feel you have the qualifications and what it takes for an event planning career but not sure where to start. First and foremost, get advice from industry professionals, volunteer whenever possible and get out there and start networking.

Filed Under: Planning An Event Tagged With: eventable, eventplanning, events, meetings, planning

Meeting and Event Planning – Success Starts with Knowledge

April 18, 2013 By Randy Markus Comments

computer keys with the enter key in gold with the word success

Photo courtesy of csitscenter

When it comes to meeting and event planning, there are as many types of meetings and events as there are reasons to have them. Events and meetings bring together people for an assortment of reasons and are used to educate, resolve issues, brainstorm, team build, motivate and so much more. For a meeting or event to be effective and successful it takes a boat load of knowledge, resources and planning, planning, planning.

When planning a meeting or event as equally important as the location, room style and set-up is the meeting type. With all the different kinds of meetings and events along with the various terms to describe them it is imperative to understand the various explanations.

Meeting and Event Planning – Knowledge Starts with Information

When in the process of meeting and event planning it is helpful to categorize the various types of meetings or events with the function reason as well as the type of attendee that will be partaking. With all the kinds of meetings, different gatherings require distinct and different preparations, location, set-up, timing and logistics and so on. Once you establish the meeting type and goal, you then can make the appropriate plans to successfully accomplish the purpose and objectives.

Meeting and Event Planning – Different Types of Meetings

A Seminar is a meeting about a particular subject and is largely planned for education reasons, or is held to instruct and coach groups on certain subject matters and skills. Most often a seminar is led by industry authorities and specialists.

A Conference is a well-planned, executed gathering of a group of individuals to discuss, debate and deliberate specific topics and information. It is larger than a meeting and while similar to a convention it is smaller in size but one thing is for sure; no matter the topic it’s all about communication.

A Symposium is an organized meeting where an authority in a specific industry convenes, presents and communicates. The objective is to talk about and provide ideas, advice and a recommended plan of action.

A Workshop is similar to a seminar and is often misidentified. While like a seminar a workshop is an educationally based event, as a rule a workshop is a group, down to business and participatory activity. Workshops are an excellent set-up for problem solving and teaching, relationship building and hands-on learning experiences.

Meeting and Event Planning – Different Types of Events

A Team Building Event is held to help employees and teams; get to know one another better, improve relationships, build trust, sharpen communication, increase efficiency and work out differences. They can run the gamut from scavenger hunts to chocolate making to white water rafting to a day at the circus.

A Product Launch is the introduction of goods to the marketplace. As a rule this is the first time customers have the opportunity to see and learn about a new product. Industry and media professionals are invited to partake in the launch of the product. More times than not the event is a large one and can add to or take away from a company’s success.

A Tradeshow is a presentation planned for organizations of a particular industry to unveil, explain and showcase services and products to peers, professionals and authorities alike in their industry. It is also about the interaction and connections between individuals sharing experiences and know-how.

With all the different and assorted kinds of meetings and events and the varied terms to describe them the waters can definitely become muddy. Recently I was working with some meeting and event planning students and they were firing off questions after questions with an emphasis on meeting types and rooms set-up. I thought perfect opportunity for a blog post. This is just a smattering of the various types of meetings and events, what’s missing?

Filed Under: Planning An Event Tagged With: eventplanning, eventprofs, events, meetingprofs, meetings, plananevent, planning

Event Planners Take Note, the Best Airport in North America is…

April 17, 2013 By Andrew Maxwell Comments

number one Airport Airline travel is an essential part of event planning. Like it or not, most event planners have to incorporate airline travel, and thus airport logistics, into their event planning process. How else would you get your delegates to their destination? Not everybody can drive due to distances.

Vancouver Has Been Ranked the Number One Airport in North America

Congratulations Vancouver!

According to Skytrax’s 2013 Airport awards, Vancouver enjoys the number one position for North America. And on top of that, it ranks eighth in the world. Not too shabby. Interestingly, Vancouver was the only airport in North America to make the top 10. Vancouver airport

The awards are ranked by the travelers that utilize them. For the 2013 awards, there were over 12 million submissions.

Vancouver hosted the 2010 Winter Olympics. This, of course, would have an impact on improvements that the Vancouver Airport has seen in recent years. Infrastructure spending is a major win-win whenever any city is awarded the pleasure of hosting an Olympic Games.

Event Planning and Airports Go Hand in Hand

Airports and airline travel are a main component on most event planning checklists. It can also be a frustrating process due to the fact that there are so many outside factors occurring beyond the event planner’s control. Weather is a major factor. And it’s not only the weather where the event is occurring. An event planner is also expected to keep on top of weather in many cities as their delegates are departing from multiple cities.

airport meet and greet There can also be many suppliers to deal with regarding transportation. Many event planners want meet and greet personnel on hand to greet their meeting’s delegates upon arrival and take them to prearranged transportation (yes another supplier). And then the ground transportation companies, in addition to watching the arrivals and departures, also have to pay attention to any potential issues which may affect their vehicles getting to and from the airport.

Just a sample of the logistics involved.

Areas that an event planner considers to make an airport event friendly:

the number of airlines servicing the airport

if the airport is a hub (or will the majority of delegates be required to have connecting flights)

“meet and greet” designated areas

prearranged transportation logistics

distance the airport is from the major downtown hotels

cost of travel to the major downtown hotels

Event planners know airports like the back of their hands. After all coming into, and leaving from, airports is a common component of most meetings and events. Vancouver, Canada has been awarded the number one Airport in North America. Are you wondering how the airports that you use faired? Click here to see Skytrax’s 2013 Top 100 airports in the world. It may just have an impact of where you host your next meeting.

Filed Under: Planning An Event Tagged With: Airport, eventplanning, eventprofs, Skytrax, Vancouver

3 common misconceptions of event planners

March 27, 2013 By Andrew Maxwell Comments

frazzled event planners I am often asked how to become an event planner. It seems, to the outside world, that event planners have a glamorous job. I’m not saying that event planning jobs are not rewarding. What I usually tell those interested is that there is a lot more to the job than what you see.

Most of my online, and off line, life involves interacting and communicating with existing event planners. However when I’m not working I’m always surprised at the impression that many people have regarding event planning jobs. The most common feedback that I receive is that an event planner leads a glamorous life. If only.

In the last couple of weeks I have made it a point to ask people their perception of event planners. While I wasn’t surprised (much of the feedback was very similar to my own family members) the exercise did make me realize that there are a lot of people out there that do not have a clue what an event planner really does in their day-to-day work life.

3 Misconceptions That the Public Has Towards Event Planners

Event planning is a glamorous job. I guess if people hear that you attend a lot of evening events at popular venues, they assume that you’re having a great time socializing with superb food and beverage. Again, if only. What many people fail to recognize is that a good event planner is doing anything but socializing during an event. While they may appear calm, cool and collective, behind the scenes they are constantly double checking the program and ensuring all aspects of the event are being executed properly. And we’re not even talking about the pre-planning component of the job here.
“I’m great at planning social events for my family, so I would make a great event planner”. People generally think that the role of an event planner is to have fun. Take it from me, it is very hard work. Your client is depending on your contacts and expertise in order for their event to proceed seamlessly. There’s a big difference between volunteering to organize a friend or family event and event planning for your career. For one, there’s no putting things aside and saying you’ll get to it later on. When the going gets tough, the event planner is expected to work through to a solution. When people tell me they love to plan events outside of work, I usually make a point of informing them of all aspects of an event planners workload.
Event planners are only for high-end events. I’ve even had potential clients tell me that they could not afford an event planner. I’m sure I had a perplexed look on my face when I was told that. You see, many times an event planner can actually execute an event and save you money at the same time. A seasoned event planner knows how to negotiate with suppliers and venues in order to get you the best possible venue and event. And because they often book spaces multiple times, they can be in a position to receive discounts that they can pass along to their clients.

Event planning is a rewarding career. Like all industries, it’s best if the individual is passionate about their job. There are, however, many misconceptions about what event planners do. Many people that are not in the industry assume that an event planner socializes and attends popular venues. What they don’t realize is the behind-the-scene work that’s involved in planning and executing events.

Filed Under: Planning An Event Tagged With: event planner, event planning jobs, eventplanning, eventprofs

Funny Video, Shortest Wedding in History

March 22, 2013 By Andrew Maxwell Comments

wedding prank, bride getting mad at groom just after getting married

Who doesn’t like a funny video, when done in good taste? Well, in keeping with that spirit, our friends at Just for Laughs Gags have come up with a prank that would make wedding planners cringe.

Just ask any wedding planner what their worst nightmare would be. Actually, I’m sure there’d be quite a list that the planner could give you. But right up there near the top would be the bride and groom behaving. And, in particular, behaving toward each other.

Enjoy this funny wedding prank video. It’s nice to see there are a lot of good Samaritans out there, even if they are the target of a prank. All in good taste, of course.

Filed Under: Planning An Event, Videos Tagged With: comedy, video, Weddings

What Should I Do If I Want To Be An Event Planner?

March 7, 2013 By Randy Markus Comments

blue background and part of a red and white life preserver

Photo courtesy fo HIl

What should I do if I want to be an Event Planner? That was the question waiting for me when I answered the phone the other day. On the other end was a friend’s daughter (yes I’m old) who will be graduating from university with a business degree this spring. And as you could surmise has decided event planning is the career for her. And while she is excited at the thought she has no idea where to start. My first question to her was “Are you sure”? As anyone in this industry already knows this is a career takes a lot of hard work, time, multi-tasking, energy and passion. And for anyone thinking about a career in event planning knowing what an event planner does really is the first step.

Industry outsiders, my family included, think that an event planner’s job is all about the bells and whistles of parties and socializing. That we stroll about, glass of wine in hand accepting all the compliments for a job well done. A relative once told me how lucky I was because I get to go and enjoy so many great events and celebrations, which of course couldn’t be farther from the truth.

What Does An Event Planner Really Do?

If contemplating a career as an event planner, first and foremost it is imperative to understand what an event planner does indeed do. It is the job of an event planner to plan, coordinate and oversee each and every component of a meeting, event, conference or incentive program. A planner is responsible for the overall event operations and logistics by working with the client to establish their desires, requirements and objectives. The job can consist of an endless amount of details from budgets to schedules; site selection to contract negotiation; supplier management to menu coordination; and most times the list of tasks seems literally never ending. Let’s not forget about staying on top of all the city protocols, laws, street permits and any legal requirements. And don’t get me started on the individual personalities, unrealistic expectations, long hours and demanding work that are all part of the job. No matter the type of event or experience the event planner is accountable for every part.

First Steps to Figuring Out If An Event Planner Career is For You

Research and Learn - Learn about the industry. Take the time to research the ins and outs of what an event planner actually does on a day to day basis. The title event planner covers a plethora of positions, everything from wedding professional to meeting planner from corporate planner to catering consultant from conference organizer to meeting manager. So consider what role you are interested in tackling. Talk to industry professionals to see what the job means to them, read books and magazines and go online to understand the outlook, opportunities, expectations and what interests you most.

Get Experience – Connect with some planners and ask if you can volunteer to work in the office and on site. Or offer your help; to a friend planning a wedding, events at your kid’s school, to a hotel or industry organization, to a fundraiser or festival just get engaged. The only way to find out what this industry and position are all about and what it really takes for success is to get involved. Think outside the box and whenever possible ask questions lots of questions. If you don’t have any planning experience volunteering is a great way to understand what it’s all about and get some on the job training. The bottom line is to do whatever it takes to learn and improve your know-how and understanding by getting some hands on involvement and experience.

Network, Network, Network - I’m sure you’ve heard of the expression “it’s not what you know, it’s who you know” but I feel when it comes to success it takes a combination of both. It is imperative for event planners new or otherwise to get out and meet like-minded individuals and establish those essential contacts and relationships. It is the perfect chance to seek out opportunities to learn and improve. Networking is a great tool to build interest, develop connections and enhance and support long lasting relationships. A networking event is a good way to see and be seen and a very important part of a successful career. Company growth in this industry, in part, relies on the people you know and the people that know you. So get out there, pass out the business cards and network, network, network.

Before you jump in with both feet, take the time to chew it over and appreciate the job is not all fun and flash and really understand what it takes to be an event planner. Remember event planners and planning takes a whole host of skills and truly does require the wearing of many different hats. And then if you feel you have what it takes; the ability and passion; and you find hard work fulfilling and gratifying; this may just be the career for you.

Filed Under: Planning An Event Tagged With: eventplanner, eventplanning, eventprofs, meetingprofs

How to Select the Right Venue for Your Events

February 27, 2013 By Andrew Maxwell Comments

a unique venue for an event Venues play an integral part of the event planning process. Quite often a meeting planner will plan to take their group to an off-site venue as part of their overall program. This aspect of the meeting is often social by nature. It’s an opportunity for the delegates to unwind after a full day of sessions and interact with fellow delegates. Selecting the right venue is crucial to the meeting planner as its representative of the program overall.

Meeting Planners Need to Be Specific about a Venue Definition

In my experiences, I have found that you can save a considerable amount of time during the planning stage if you take the time and find out from the meeting planner that criteria that’s important to them. For example if the planner is considering a restaurant for their off-site function then you would want to find out, at the onset, whether or not a private room is crucial. That little item alone could help narrow your selection considerably. At the beginning of my career, I developed a venue definition checklist to help prompt me in asking the right questions. A venue definition can simply be a quick checklist of items that are crucial for the venue to feature.

Factors to Consider for Selecting Venues

In my blog post last week, my article dealt with tips for hosting a food and beverage function. Whether it be budget saving tips, or the style of function requested, the answers that you get from a meeting planner are important as the venues that you propose need to match that criteria.

Here are some additional factors that you will want to consider for selecting the right venue for your event:

The district. What part of the city is the planner willing to consider.

Venues Style. What type of venue will peak the planner’s interest. Are they looking for a banquet facility, a nightclub, convention center, golf course, Museum or a restaurant for example.

The Type of Event. Events can range from weddings, a food and beverage function, a standup reception, or tradeshow, etc.

Availability. I can’t tell you the number of times people have proposed what appeared to be a great venue only to find out it was not available during the times I request it. It’s important to ascertain from the planner when they are considering hosting their function and then match that to venues that can accommodate that timeframe.

Capacity. You may think that’s a no-brainer but it’s important to know the number of delegates.

Outside Caterers. Some meeting planners have a preference towards which catering company they like to use. Some venues only allow in-house caterers while others allow meeting planners to bring in an outside caterer. Note – many times with outside caterers the venue will charge what’s referred to as a landmark fee. This fee is usually a percentage of the food and beverage costs.

Is the Venue Private and Exclusive.

Wheelchair Accessible. This question is crucial especially if you do not know the delegates personally. Most venues, today, our equipped to handle wheelchair access.

Here is a link to a venue page on our affiliated site, WTTC.com. The category alone presents a list of venues throughout the country that are applicable for the meetings and events industry. However by refining your search you are able to eliminate venues that do not meet your group’s criteria.