Site selection can make or break the success of an event, which is why where you have your meeting can make or break your success.

Consider your Attendees' Comfort

A meeting goes beyond the cost of the event space, audiovisual equipment, food and beverage, travel and guest rooms. The well-being of attendees must also be considered.

When selecting a site, consider the stress involved with being away from friends and family, the mounting work that is not getting done while in meetings, and the often extreme change in diet and schedules while attending conferences.

These factors contribute to a more thoughtful approach to site inspection:

• Attendee comfort and productivity.
• How the on-site management of the event minimizes distractions; and
• How the overall facility provides for the meeting attendees' ability to accommodate personal well-being, including nutrition and fitness.

No one can please everyone, but consider the objectives of your meeting - and you'll go a long way in taking care of your attendees' needs.

Prior to Site Search

To maximize the return of your company's meeting investment, compile the following information prior to your site search:

• Profile of your meeting attendees. Who are your attendees? A high-powered executive might require VIP hotel accommodations while a sales person would probably be happy with a standard hotel room. The type of attendees will influence your needs for the meeting.
• Clearly definite objectives for the event. Is this an annual executive board meeting, or is it an annual sales meeting to kick-off new products?
• Budget for the program. Make sure you have been given a clear budget and stick to it.
• Identify preferred and alternate dates. Sometimes alternative dates, such as meeting during the week versus the weekend, will give you negotiating power at the hotel.
• Meeting agenda/schedule. It's important to know how much meeting space you need at the hotel.
• Past history if this is a repeat event. Reviewing past events may save you time and money.

Research

Begin by gathering information and referrals from as many resources as possible. Whether you are planning a meeting close to home, or long distance, always review Web sites and printed material. Contact local travel agents, Destination Management Companies (DMCs), Convention Visitor's Bureaus (CVBs) or Convention Visitor's Authorities (CVAs), corporate associations, or other planners who have held meetings in the area. Information is power. The more you know beforehand, the easier your job will be once you arrive.

You may be tempted to forgo the previous valuable resources simply because you are planning a local meeting - and well, you live there. However, never under estimate the power of your local contacts. It's their job to know the area, and they may have insight into your city that you don't.

Site Selection Factors

Now you're ready to look at site selection.

Factors to consider are:

• Type of meeting? Convention, conference seminar, educational, business, committee/board, incentive, trade show, special event?
• How many attendees? The number of attendees will determine which site fits the size of your meeting.
• Dates? Flexible or open?
• Location? Local or an unfamiliar area?
• Airport and distance from hotel? Transportation in and out of the city is important for out-of-town attendees.
• Type of property? Hotel, resort, downtown, airport, suburban, or conference center? Each offers different advantages and disadvantages.
• Number and type of sleeping rooms? Total rooms are as important as whether suites, king beds, double beds, non-smoking or smoking rooms are available.
• Meeting intensive or casual? If meeting intensive, you might want to consider properties/venues that offer ergonomically designed chairs and meeting space for your attendees' comfort.
• Meeting space? Is your meeting a space hog requiring dozens of breakout space? Or do you only require one room for all your meetings?
• Food and beverage (F&B)? Hotels make their money from your F&B needs, and this can be a huge bargaining chip.
• Restaurants? Are on-site restaurants offered, or will your attendees need to go off-site? If you are not providing all meals for attendees, it's important to give them options.
• Anything else important to your meeting's productivity? For groups that enjoy networking, is there a lounge available for after-meetings? If your group is active, you might want to consider properties that offer workout facilities, golf, tennis, or other outdoor activities.

Now you're ready to look closer at the site. Take a look at the tips and factors to consider and decide what works for your meeting and what doesn't. It's up to you to decide what's critical to the success of your meeting - the good, bad and must-haves.