• Three meeting professionals from Custom Meeting Planners discuss what it takes to plan successful meetings at resorts.
The art of planning a meeting takes organization, multi-tasking and close attention to detail. A Columbia, MO based-company - Custom Meeting Planners, was created to provide clients with the expertise to create a successful meeting from start to finish. Midwest Meetings gained insight from three meeting professionals who work at Custom Meeting Planners to find out how they approach the planning process.
The art of planning a meeting takes organization, multi-tasking and close attention to detail. A Columbia, MO based-company - Custom Meeting Planners, was created to provide clients with the expertise to create a successful meeting from start to finish. Midwest Meetings gained insight from three meeting professionals who work at Custom Meeting Planners to find out how they approach the planning process.
Midwest Meetings: What are some of the first questions, meeting planners should ask themselves before delving deep into the planning process?
Custom Meeting Planners: One of the first items to think about when planning a meeting or conference at a resort specifically is “Will this facility or site help increase our attendance?” “Is the site easily accessible for our attendees? If not, does the site have enough of a “draw” to encourage people to make the effort?
MM: Why should meeting professionals consider planning a meeting at a resort?
CMP: A resort location can be a big draw for attendees. If an attendee is going to be away from home for a meeting, what better place to stay than a resort. It can be easier for the meeting planner to plan a conference at a resort, as a resort is usually self-contained; meaning everything an attendee would need (i.e. restaurants, lodging, activities, shopping, meeting areas) is all contained in one location, and there is no need to travel outside the facility. A resort with several amenities or options for group activities can save the conference money as it can eliminate the need for off-site events, and the need for transportation.
MM: When brainstorming activities for a meeting, what should meeting planners take into consideration?
CMP: A meeting planner should determine what the destination can or has already offered. You should utilize your resources. Talk with other planners who have held meetings at the location you’re considering, the local Convention and Visitors Bureau (CVB) and your Convention Services Manager about the best activities for that area. Let them know you want the best the facility or destination has to offer. Be prepared to provide demographic details, group size, previous activities, etc.
MM: What do you think meeting planners should keep in mind when planning a meeting?
CMP: You always want to clearly define your goals and create measurable objectives for your meeting. You want to ask yourself what outcomes you want from the conference (revenue generation, educational, etc.) Those final goals need to be defined, and they should be referred to throughout the entire planning process.
MM: What changes has your company seen emerge over time, in the meetings and events planning industry?
CMP: Attendees and exhibitors are becoming more selective in which conferences they will choose to attend. As a planner and trying to meet attendee needs, it becomes important to strike a balance between offering great educational sessions while keeping the conference fees affordable for every attendee. For exhibitors, it is important for a planner to keep conference demographics as well as offer great networking hours and affordable fees.
MM: If you could offer one piece of advice to other meeting planners, what would it be?
CMP: The one piece of advice to remember for anyone planning a meeting is to always clearly define your goals, write measurable objectives and continue to make decisions throughout the planning process by referring back to these goals and objectives. It is such a simple concept, but it can be easy to get off track and this will ensure you keep your attendees needs and interests at the forefront of your planning efforts.
For more information on Custom Meeting Planners, visit their website… www.custommeetingplanners.com
Custom Meeting Planners: One of the first items to think about when planning a meeting or conference at a resort specifically is “Will this facility or site help increase our attendance?” “Is the site easily accessible for our attendees? If not, does the site have enough of a “draw” to encourage people to make the effort?
MM: Why should meeting professionals consider planning a meeting at a resort?
CMP: A resort location can be a big draw for attendees. If an attendee is going to be away from home for a meeting, what better place to stay than a resort. It can be easier for the meeting planner to plan a conference at a resort, as a resort is usually self-contained; meaning everything an attendee would need (i.e. restaurants, lodging, activities, shopping, meeting areas) is all contained in one location, and there is no need to travel outside the facility. A resort with several amenities or options for group activities can save the conference money as it can eliminate the need for off-site events, and the need for transportation.
MM: When brainstorming activities for a meeting, what should meeting planners take into consideration?
CMP: A meeting planner should determine what the destination can or has already offered. You should utilize your resources. Talk with other planners who have held meetings at the location you’re considering, the local Convention and Visitors Bureau (CVB) and your Convention Services Manager about the best activities for that area. Let them know you want the best the facility or destination has to offer. Be prepared to provide demographic details, group size, previous activities, etc.
MM: What do you think meeting planners should keep in mind when planning a meeting?
CMP: You always want to clearly define your goals and create measurable objectives for your meeting. You want to ask yourself what outcomes you want from the conference (revenue generation, educational, etc.) Those final goals need to be defined, and they should be referred to throughout the entire planning process.
MM: What changes has your company seen emerge over time, in the meetings and events planning industry?
CMP: Attendees and exhibitors are becoming more selective in which conferences they will choose to attend. As a planner and trying to meet attendee needs, it becomes important to strike a balance between offering great educational sessions while keeping the conference fees affordable for every attendee. For exhibitors, it is important for a planner to keep conference demographics as well as offer great networking hours and affordable fees.
MM: If you could offer one piece of advice to other meeting planners, what would it be?
CMP: The one piece of advice to remember for anyone planning a meeting is to always clearly define your goals, write measurable objectives and continue to make decisions throughout the planning process by referring back to these goals and objectives. It is such a simple concept, but it can be easy to get off track and this will ensure you keep your attendees needs and interests at the forefront of your planning efforts.
For more information on Custom Meeting Planners, visit their website… www.custommeetingplanners.com
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