Selecting the perfect site isn’t just about dates, rates, and space, says Tim Brown, partner at Meeting Sites Resources, a global specialist in meeting site research and hotel contract negotiations. Don’t get so focused on the big picture that you forget some of the little details that will lead you to the perfect site and a highly successful meeting, says Brown. Start with a needs assessment; it’s a critical first step. Gather the information on all the things that could happen from the pre-planning to the event wrap up. Many people tend to work backward, then they have to undo a lot of things and start over because they have new information that may lead them down a different path.

To conduct a targeted search for achieving your meeting needs, Brown offers this advice:

1. Conduct a thorough needs assessment:
   • Get feedback from all stakeholders needs, goals, and expectations.
   • Analyze the group demographics; i.e., executives, sales reps, managers, customers, vendors.
   • Determine the meeting purpose; i.e., training, product introduction, sales incentive.
   • List needs and goals for learning, and how best to deliver the content and communications.
   • Note sleeping room needs; i.e., single or two-bed rooms, suites.
   • Know technology needs.
   • Recognize special requirements; i.e. VIP services, translation services, tabletop displays.
   • Determine how many and what size meeting rooms you will need.
   • Consider food and beverage options.
   • Decide on the type of hotel that meets your specific needs; i.e. airport hotel, destination resort, downtown hotel.
2. Analyze past meeting history:
   • Determine what was successful and what wasn’t successful.
   • Check arrival and departure pattern options (a key component of hotel revenue management for group meetings).
   • Evaluate your history on contracted spaces vs. actual sleeping rooms, group food and beverage revenue, and audio-visual/production.
3. Develop an action plan. Include:
   • Meeting design, format, communication, concepts, and learning outcomes.
   • How the message will be delivered lecture, PowerPoint, high tech electronics, video.
   • Meeting topics and speakers (internal and/or external speakers).
   • Locations necessary.
   • Air and ground travel logistics and costs.
4. Review
   • Review all options, internal and external costs, and recommendations with meeting stakeholders and design team.
   • Have meeting stakeholders sign off on action plan and budget.
5. Develop a strategic request for proposal (RFP). Include:
   • Description of meeting type, dates and flexibility of the dates, sleeping room types and numbers required for each day of the meeting, food and beverage needs.
   • Amount of meeting space required for each day, including general session, breakout rooms, food and beverage functions, office, storage, registration, exhibit space.
   • Any special ceiling heights, space and room configurations, or other special meeting needs.
   • Any special requirements or services necessary in the immediate area, AV equipment, professional or staff services.
   • Time frames such as when the planner will arrive, set up and tear down times, response date, and final decision date.
6. Narrow the field to the key meeting sites.
   • Put a first option hold on selected hotels or venues.
   • Evaluate and select the properties against the RFP criteria. See if there are gaps.
   • Narrow down the selection to two or three sites.
7. Conduct on-site inspections.
   • Meet with sales contacts.
   • Take RFPs and space hold responses.
   • Assess the hotel location. (Is it close to airport, dining, entertainment, shopping?).
   • Examine hotel, sleeping rooms and public area conditions, and efficiency of hotel staff.
8. Report back to stakeholders.
   • List your choice of hotels in priority order and explain why they are in that order.