have trouble in considering the overall value and may ultimately have to turn down your request. If you need more space, com- municate with the hotel to work out some creative options, such as utilizing outdoor space or using a single meeting space for mul- tiple functions.
And from the planner’s side: “Never forget that just because
it’s a small meeting doesn’t mean it can’t have big problems!” said Karen Peterson, CMP, Sr. Manager Meeting Planning & Events for Tupperware, US and Canada. “Even when the meeting is small, you need to keep your eye on all the minor details in order to manage a successful program.” Finally, booking smaller meetings some- times allows a planner to investigate boutique or specialty hotels and conference centers they might not ever have looked at for larger groups. For many, it opens up a whole new world of supplier options, and many of these facilities will devote better resources to small groups that more specifically fit their target market.
Terry Matthews-Lombardo, CMP, better known as TML, trav- els, plans meetings and then writes about all those experiences from the viewpoint of being on the road and in the center of the action. It’s usually a good combination, or at least worth an interesting read. Having worked on both sides of the industry, she writes from the viewpoint of a veteran planner as well as a travel-savvy road warrior. If you want to read more from TML you can follow her at www.
midwestmeetings.com and at
www.tmlwrites.com where you’ll find stories covering both destinations and detours or visit her blog at
www.hypeorlando.com/hospitality-hive/.
»Figure out an estimated total value of the meeting and share that with your venues
Keep This in Mind
»Consider working with a CVB as they are a great resource for finding venues best
during the sourcing process.
»Many smaller meetings are booked closer to the actual date, and oftentimes last
suited for smaller meetings.
»To simplify things, ask the venue if they specifically have an all-inclusive small
minute, making it even more important to be prompt, realistic and expeditious in your communications.
»Remember to ask for meeting space in proportion to the request for sleeping
»For everyone’s sake, don’t underestimate the importance, or overcomplicate the
rooms if you can. process, of managing a small meeting.
WWW.MIDWESTMEETINGS.COM 31
meeting package as well as a one-page letter of agreement vs their standard long form contract.
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