The biggest complaint from managers of facilities, from hotels and resorts to convention halls and off-site venues, is about planners who give them unclear instructions. Try to envision how your group will be using the facility, including the recreational services. Write it down, and be specific. Do it in chronological order, according to your schedule. If you make any changes by phone, follow up with a written note, and be sure to keep a copy for your records.
Here are four details to make sure you always keep your supplier partners in the loop.
1 Find out about check-in and check-out times. Are they flexible? Do they match your travel plans?
2 Can the facility make rooms available for early arrivals? What rate will they quote for those coming a day early or staying later?
3 Check with local charities, nursing homes, hospitals, etc. about giving them things you can never use again, such as centerpieces, extra party favors, even leftover scratch pads and pencils. Some local nonprofit organizations often make up centerpieces that you buy and can donate back after the event. Ask your facility contact or convention and visitors bureau to check out this option.
4 Check with the facility for the closest medical help. It is most important for you to know where and how to get medical assistance if it is needed.
Leslie Schultz was a meeting planner before she shifted her career and designed the Garrett Creek Ranch Conference Center, Paradise, TX. The ranch offers a flexible environment to address teambuilding, leadership development, strategic planning, and training. For more information, visit www.garrettcreekranch.com or call (972) 680-8679.Originally published April 01, 2008For more ideas, tips, and tools for better meetings and events,
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