If you would like to delve deeper and incorporate a full comfort plan while alleviating potentially awkward moments for your participants at registration, while also eliminating surprise inclusions in your budget; start by including a comfort plan in the beginning of the planning process. As each meeting and event is unique, the recommendations set forth below are by no means meant to be an inclusive list of considerations, but rather provided to be utilized as a base for initial planning preparation. When preparing your RFP for venue site
selection, ensure that you denote requirements for table set-up, seating and location with the indication that you will require suitable space to allot for: • Two participants per each six foot table • Three participants per each eight foot table • Five participants per twelve foot table • A maximum of six per sixty inch round table
• Seating without arm rests • Seating that supports the lumbar • Seating that is sufficient in both length and width to avoid circulation discomfort
• Seating that can adequately support weight for extended periods of time
• Alignment of the presentation area that allows for ease of viewing so that taller individuals do not need to be displaced and to allow for unobstructed views for other participants
• Frequent aisles with ample space to access without hindrance
• Accessibility via an elevator, escalator, or located on the ground floor without steps required for access
• Ensure all pass-through doors and restrooms adhere to the Americans with Disabilities Act (ADA) guidelines with a minimum of 32 inches in width
• Confirm that hinged restroom doors do not swing into the clear floor space required to use any fixture as to not impede the use of sinks or toilets.
• Individual room thermostat control, not centrally controlled
When conducting a venue site inspection, be mindful. Thoroughly walk through the venue with a measuring device as a visual or pictorial inspection will not suffice. Venues that were built after 1990 are required to be ADA compliant; however, establishments that are older or designated historic may be excluded from this law and therefore may not adhere to ADA accessibility guidelines.
Be sure to ask if the venue must adhere to union regulations in regards to the service
www.MidwestMeetings.com
environment. Also ensure that the king rooms are located within a reasonable distance to an elevator, escalator, or on the ground floor. Additionally, be sure to ask about ADA compliance for the en suite restrooms as well. You will find that with a little foresight and proper planning, you will be able to accommodate all of your participants while maintaining your intended budget. As an added value, be sure that you let your attendees know you have taken them into consideration so they know they will experience your meeting or event with intentional comfort by providing your comfort plan to potential participants via your website or in promotional materials.
Rachael Alford is a solutions strategist and an independent meeting and event planner. Her aim is to utilize her knowledge and experience to create, promote, and increase holistic,
intuitive,
staff. If so, you may be required to compensate the service staff with additional gratuities for servicing less participants per table than their contract provides. If necessary, prepare to offset this expense elsewhere in your budget. When preparing to submit an RFP for
lodging, consider establishments with abundant king beds available. Joining two double beds is not an acceptable option for those with issues of higher girth and certainly not appropriate for someone tall whose legs will dangle over the edge. Again, having well rested participants allows for a more productive
and integrated
solutions for success within all facets of business. Contact her at Rachael@
RachaelAlford.com or by visiting
www.RachaelAlford.com.
11
Comfort
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