May 2003

Meetings: Expecting the Unexpected

Never assume anything. Double and triple check lists. Think of everything that could go wrong at a meeting or event and be ready for it. Prepare for the unexpected. These tips are for the meeting industry trade, but particular attention is paid to, prepare for the unexpected, when working with off-site venues.

Leaving the confines of a hotel can be a very needed change of scenery during planned meetings. Whether golf events, off-site dinners, outdoor activities, historical building venues, theme parks, or park facilities, each of these impose exciting new challenges to be faced when planned.

Tips to pay special attention to for an off-site event are:

Make sure venue can be located easily and/or provide detailed directions.
Ensure venue has proper signage or create your own.
Site should be in compliance with the American with Disabilities Act for physically-challenged individuals.
Have greeters/facilitators to add a warm welcome to an event, explain directions/bathrooms facility locations, and pass out event programs/tickets. They can also tell attendees what to expect and help to move people.
Provide coat racks or a coat check to prepare for the possibility of inclement weather. Also remember storage for other articles, such as golf clubs, may be needed.
If venue is a non-smoking facility, provide outdoor ashtrays for smokers. If smoking is allowed, have ashtrays set up.
If using a tent, have proper heating and cooling mechanisms in place.
If outside, discuss noise and liquor permits with venue/vendors.

Don’t be caught off guard during your next event. Meeting planner need to think quickly and remember to be prepared for the unexpected!

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