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Section 1 | Section 2 | Section 3 | Section 4

Section 2: Site Logistics

In order to prevent booking and working with your hotel/site and vendors from becoming unnecessarily complicated, stay organized.  Shop around for sites that meet all of your requirements.  Consider location, convenience to attendees, A/V capabilities, menu options and a willingness to work to meet your needs.

Ask yourself: Will we need to serve food?  What is our budget? How do we want the room to appear? What type of set up do we need? Do we need extra space for exhibitors? Do I have requirements for staging / lighting / production elements?  Do we need a separate VIP area for speakers?   

You have numerous locations to choose from.  

The prime tip here is to know from the outset what your specifications are, and find the site that works best for you.  

Helpful Hints:

  • Visit potential sites in person

  • Request menus

  • Send confirmation letter to site with detailed requirements

  • Carefully review all contracts before signing and returning

  • Develop a good working relationship with the contact(s) at the site

  • Make weekly calls to contact(s) at site

  • Meet with the site staff the day before the event to go over any questions and clarifications  

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