Congratulations on your decision to host a conference! So, what comes next?
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The short answer is, your company has also committed to making a few more decisions over the next couple days… and a few hundred more in the coming weeks, months, year---or possibly even years. But—don’t stress! Trust the process.
Step one might feel like a no-brainer. Where is this thing happening? But, hold on! Don’t jump the gun just yet! There are several steps that need to be carefully considered before the conference venue selection process can begin.
Conference Venue Selection Planning
The Fundamentals
Two things need to be determined before every big project, the why and the how. Conferences are no different--sitting down with your team and hammering out the reasons you want to host a conference in the first place will provide the foundation for everything that will be set into motion from that meeting forward…beginning with the type of venue you select. What do you want out of the conference? What are your specific goals?
As for the how, you will need to create a Request for Proposal (RFP) which will force you to think through many of the details. It’s imperative that your RFP is complete so that venues can appropriately assess your needs and provide you with their best proposal.
The Process / The Details
Creating your RFP will feel like the first official part of the process, but some of the work is already done. Your predetermined goals will help to build the RFP but you will also want to include event history (if any), meeting space requirements, food and beverage needs, the number of sleeping rooms you are willing to commit to… and the list goes on. Think of the RFP as the only document connecting you to your venue. What do they need to know? The answer is…as much as possible!
Once you have drafted your RFP and think you’re ready to start contacting sales managers, hotel brokers and CVB’s, stop! You’re not ready. The biggest mishaps can happen during this stage of the process. Before reaching out, create an information summary sheet and send that to Sales Managers as well. This will help you to stay organized and provide you with an ‘at-a-glance’ one sheet for each prospective venue. This format will save you invaluable amounts of time later while making tracking responses, generating venue comparisons, and determining where there is room for negotiation a seamless process. If some venues refuse to fill out the information summary sheet, push back! Remember, you’re the customer.
Now, the fun part! Start evaluating each venue and determine your front runners. Once you’re happy with the contenders, schedule your site visits. After the site visits, there will be even more agonizing over each detail of each possible venue. However, your needs will likely be clear in your mind (and in writing) - making the decision process much easier.
At this point you will either be moving towards contract negotiations with your dream venue… or heading back to the drawing board. Either way, remember to trust the conference venue selection process!
Happy Planning!