We know that booking and planning a meeting can be a daunting task, but a few helpful tips can go a long way.
- Build a small contingency into your budget to accommodate unexpected expenses.
- Review hotel accounts daily to avoid surprises on the final bill.
- 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.
- Remember to ask about special dietary needs (i.e., allergies, religious beliefs, vegan, etc.) ahead of time
- 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.
- 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.