Few tips on meeting and event planning

 

ViewFrom36k, a leading digital hub focusing business travel and events, has published some tips for conducting effecting meeting and event planning.

Gabe Rizzi, President of Travel Leaders Corporate, a division of Travel Leaders Group, the organisation behind ViewFrom36k, said: “There are endless details to pay attention to when planning a meeting or event.  It can be tempting to focus less on some versus others, especially when you’re in a time crunch, but certain mistakes can cost a bundle.”

Here are the tips

Sleeping Rooms: Keep Tabs on Anticipated Utilisation

Closely monitor the number of sleeping rooms your group is expecting to use versus the number of rooms you initially guaranteed to make sure you don’t pay for rooms you don’t need. If you’re using a professional travel management company (TMC), they can typically get resort fees reduced or waived and Wi-Fi included in the room rate you negotiate. Also, ask your property for a mix of king and two double-bed rooms at identical rates for use during your meeting as well as a number of rooms for three nights pre- and post-event at the same rate.

Food & Beverage: Meet Your Minimums

Before committing to a minimum spend on food and beverage (F&B) at the hotel, carefully and accurately determine your needs. If you miss the mark, you’ll pay the hotel for any unused F&B. Try to limit your exposure by negotiating any potential shortfall payment at the actual cost versus retail price of food and beverage at the property. Also, nobody likes surprises when it comes to paying a bill—so make sure taxes and fees are included in your F&B cost agreement.

Meeting Space and Audio-Visual Fees: Be Specific About What You Need and Look for Savings

Make sure the specific details of your meeting space needs, including desired set-up and tear-down times, are in your contract. Ask for a 24-hour hold on rooms if you have them for more than one day. Also, typically, audio-visual equipment is an add-on. Check to find to out what preferred vendors the hotel or venue works with and ask how to obtain the lowest costs. Also, find out if it is permissible for you to bring items in such as power strips and projectors.

Transportation: Consider the Size of Your Group and How Quickly You Need to Move Them

If you need to move people around, transportation and what it will cost is an important consideration. Depending on your group size, some smaller hotels may offer a complimentary shuttle van but, if you are sharing it with the rest of the hotel, this may not be a reliable option. For larger groups, if people need to be moved rapidly, multiple vehicles may be needed to achieve the timing requirements. These are costs that can add up and need to be carefully negotiated with transportation providers.

All these are useful tips derived from experience.

Hi there,


Thank you for visiting PICANTE News and thank you reading my articles!


I have been writing articles and explaining reports in several industries for well over a decade or so. This is why I pride myself as one of the few survivors left in the world who have actually mastered the impossible art of copy editing. During my education phase I've graduated in Physics and obtained my Master’s degree in Communication and Journalism.


Although I usually focus on social and political news, I have some favorite topics that always make me happier. These topics include writing about sports events and travel writing.


During my career I've have written for numerous websites and my in-depth analytical articles have been highlighted in top sports magazines like Cricket Today and Sports Today. I report several social, education and wordwide community releated headlines from all around the globe.

You can find my articles and editorials in the following categories:


CHARITY, COMMUNITY, EDUCATION, ENVIRONMENT, ECONOMY, BRAND AND MARKETING, CAMPAIGNS, HUMAN RESOURCE/WORKFORCE, HOLIDAYS, CORPORATE RESPONSIBILITY, INSURANCE, and many more.



You can get in touch to discuss interviews or possible article submissions by contacting us.


Let's also connect via social media! You can find me on LinkedIn, Facebook and Twitter.