Your choice of venue can be critical to ensuring that your message is communicated in an effective manner. By matching your meeting site to it's purpose, you will avoid unnecessary interruptions and bumps on the road to your next great meeting.
Consider first the size of your audience. Once you have determined who should be in attendance, you will know what size of a group to expect. You may need to use a room in your office building, a conference center, or even a think tank. Your meeting could even take place at a retreat (if appropriate in length of time and necessity). Large groups usually need a venue that will help to facilitate the meeting in a comfortable manner. In this case, a conference center is best. Or, smaller groups may need a more casual atmosphere, equipped with personal discussion spaces. In this case, a think tank may suit the needs of your audience.
You could have a large portion of your planning time inspecting the potentials sites in person. Cut this time in half by developing a site checklist that will assist in your evaluation of each facility. Consider your first impression, your opinion of the quality of food offered, and the accessibility needs of your audience. By doing this well in advance you will also avoid last minute problems. Some venues may book faster than others due to the timing of your meeting or the level of popularity surrounding the facility.
Written By: James Willies
Sources:
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf
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