Make a list, check details twice

by Nikki Roussanidis

A meeting planner needs to get it done right and get it done at the right price. There is more to it than simply planning a party or booking a few rooms. There are many details a meeting planner needs to consider. Whether you are booking an event for 10, 50 or 100 people, the details must be exact—meeting planning is detail oriented.

Location is everything—convenience, easy access, centrality, size of the facility, reputation, quality of the site, convenience to shopping malls, and proximity to emergency facilities, all become important. Never book a site on hearsay; always inspect the facility yourself. Brochures, pictures and word of mouth can be deceiving. When inspecting a site, check everything: hotel sleeping rooms; kitchens; accessibility of the hotel; parking facilities; meeting room space, etc. If you’re planning on videoconferencing, it’s important to ask if the facility is equipped with fiber optic lines. Ask questions like: is there any construction going on in the area when I plan to house my function here? Look for yourself and walk or drive around the facility. Don’t be afraid to ask questions—it’s the only way you’ll get answers.

Another concern is enabling accessibility for all the attendees. People with disabilities have the same needs and wants as anyone else. Ensure the facilities you choose are wheelchair accessible, etc. This is another good reason to do a site inspection.

Audio visual requirements play a big role in a successful meeting. Ensure the equipment is ordered for a specific purpose. Most equipment will not work for three different purposes. Choose a reputable company to supply your needs, and never let someone tell you that it “simply can’t be done”. This probably means they don’t know how to do it; it may be time to look at another audio visual company to service your needs. Another smart practice is to arrive early and test the audio equipment before the meeting.

Alcohol is served at many functions. As a meeting planner, ensure that there isn’t too much alcohol present. Know when it’s time to close the bar or to limit someone. Third party liability may have serious consequences if it is concluded that alcohol was provided in excess of common sense limitations.

Food and beverage are also key to a successful meeting. Consider the time of day your meeting is taking place. Pretzels, chips and beer will not go over too well at an event close to the dinner hour; however, a heavy meal at lunch might put some of your guests to sleep. Also, consider that people may have food allergies. Try to avoid ordering foods that have nuts, or nut by-products. Another rule of thumb is to avoid seeds. Ask your guests to indicate any dietary restrictions—i.e., strict vegetarians, dairy intolerance, etc. Even as a last minute request, if someone advises of allergies, ensure that their meal is prepared for them the specific way they request it. It’s always better to be safe than sorry.

Many hotels assign their own meeting planners to each event. These people will help take care of all your needs from catering to audio visual. It is effective to deal with only one person at each site. Remember: there is more to planning a successful meeting than meets the eye, e.g., room set-up, budgets, marketing, emergency procedures, speakers, and a lot more than what can be described in one article. Never assume anything—ensure that you communicate exactly what you want or need, and get it in writing. A lot of time and effort is spent to ensure that the meeting/event “goes off without a hitch”. But remember Murphy’s Law of “What can go wrong will go wrong” and be prepared to deal with unexpected challenges at the last moment.

Nikki Roussanidis is the Manager of Events Planning at the Canadian Bar Association, British Columbia.

This article was published in the February 1999 issue of BarTalk and is subject to the copyright by the British Columbia Branch of the Canadian Bar Association, 2006, all rights reserved.