How to find the perfect location for your next meeting

How to find the perfect location for your next meeting

Anyone who has ever planned a meeting knows there is no such thing as a “perfect” location.  However, you can certainly increase the chances of a successful meeting by finding a region that fits.  If you’re lucky, you will have a few places in mind where you’ve been before.   Or perhaps your supervisor or colleague has given you a few places to consider that they like for the event.

If not, ask yourself two simple questions to eliminate places you should NOT consider:

1. What are the goals of your event?

As you formulate your goals, two important factors are going to stand out:  Who is attending and where will they be coming from?  If attendees are mostly local or within driving distance, a local venue will be most accommodating.  However, if a majority of your attendees are going to be coming from different cities, then a location that is more convenient for everyone may be in order.  For example, a US-based software company putting on a big user group event is going to have attendees flying in from all over the world.  They are going to want a city with an airport that has a large international presence.  Cities like New York, San Francisco, and Chicago will quickly take the lead.

2. What type of meeting are you holding?

If you’re organizing a training meeting, properties in quiet, low-activity areas with minimal distractions and high-quality meeting spaces may be best.  On the other hand, if you’re planning an incentive meeting, you’re going to want to have the maximum amount of on- and off-site activity — with the quality of the meeting space being a secondary consideration.  Las Vegas anyone?!?

Often, a combination of all these factors will drive your choice of location.  A board meeting is a great example.  Executives are always extremely busy, and are frequently based at sites scattered throughout the country.  Not only will you need to identify a centralized location, but you will also need to think about shuttle transportation and proximity to airports — especially if the meeting is to last for only a day or two.

Finally, think about the seasons.  For example, folks in the East & Midwest endure long, cold winters.  Holding your event in the winter in places like Florida, San Diego, and Las Vegas provides something to look forward to—ensuring a more successful event.  However, just know that when and where you go will significantly affect rates and availability.  If you are a US-based company and you want to do your stateside incentive event in February at a “warm” venue, your choices will be limited, and your rates will be very high.  But sometimes a high-demand area is the point— an incentive to make your attendees want to attend.  If you know your goals and you know your group, you’ll be on track to quickly finding a great location.

Good luck!