Ker-Awud International Hotel

Meeting and Events

Planning business meetings and events requires multitasking skills and ingenuity. To succeed, you need to know the basics of meeting or event planning and how to plan effectively. Then, you must hone your skills so that you can negotiate for the best venues, vendors, and speakers for your attendees. And, if you can do all this and keep costs down — and you can! — Youll be a hit with your boss and your clients.

How to Plan Effective Business Meetings and Events

Organization and preparation are key when planning a business meeting or event. You have to cover all the basics from reviewing the content of the meeting to accommodating the attendees. Use the tips in the following list for successful meeting and event planning:

  • Make sure meeting objectives are clear and concise.
  • Determine whether it is necessary to meet at all, or whether you can accomplish your objectives in another way.
  • Choose the right meeting location — one with the right number, size, and shape of meeting rooms.
  • Make sure that you know and understand all the services provided by the facility, as well as its cancellation policies.
  • Invite only the people who need to attend.
  • Gather exact contact information for everyone involved in the event.
  • Stick to the set meeting agenda.
  • Evaluate the meeting or event after it is over.

Basic Responsibilities of Meeting and Event Planning

What does the job of planning a business meeting or event entail? Entire books are dedicated to answering that question, but the following list includes the fundamentals a planner must expect to coordinate:

  • Site selection
  • Hotel accommodations
  • Travel arrangements
  • Food
  • Speakers and entertainment
  • Audiovisual equipment
  • Recreational activities
  • Decorations
  • Printing
  • Gifts and awards
  • Personnel

Venues to Choose when Planning a Meeting or Event

Choosing the right site for a business event is critical — it is the framework for your whole effort. When seeking a venue for a meeting or event, you have several options. Depending on the number of people attending and the type of event, you can go the traditional conference center route or try a road — or a cruise ship — less traveled. The following list contains places to consider when selecting a site:

  • Hotels
  • Conference centers
  • Convention centers
  • Resorts
  • Retreat centers
  • Cruise ships
  • Unique environments, such as museums, stately homes, sporting venues, and theaters.