Meeting Tips
A few helpful tips can go a long way.
Budgeting
  • Build a small contingency into your budget to accommodate unexpected expenses.
  • Review hotel accounts daily to avoid surprises on the final bill.
Site Selection
  • Understand how time will be spent (e.g., what type of meeting it will be – ex. workshop, boardroom, etc.), then determine the type of facility to match your needs.
  • If a destination or property is new to you, go beyond the site, visit, tour and really experience a property, putting yourself in your attendees’ shoes. If possible, visit on your own and spend some time in the lobby. Use a video camera to record your visit.
  • If you aren’t able to visit the site before the meeting, ask a Hyatt employee to record a video of the space and email it to you.
Food
  • Remember to ask about special dietary needs (i.e., allergies, religious beliefs, vegan, etc.) ahead of time
Technology
  • Ask about having a wireless printer available in the meeting room in case of any last-minute print needs.
  • Ask about a paper shredder, and find out about security measures.
  • Inquire about the Wi-Fi in both the meeting rooms and guest rooms. Some attendees prefer either wired or wireless.
Recreational Activities
  • People need and want a break from being inside for a long period of time. Is there a space available inside or outside the hotel for them to escape for a bit?
  • Coordinate with the site staff (i.e., hotel concierge) to recommend local areas for attendees to visit given the time they have.
  • If time allows for it, ask for a list of recreational activities to be available to attendees so they can go exploring during their downtime.
  • Ask for hotel/property maps to be available to attendees in the meeting room.
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