The procedure of site selection for a meeting event planner depends on various considerations. Any individual responsible for suggesting possible locations for a scheduled meeting or event should consider various questions. The answers to these questions assist in establishing a feasible short list. In essence, they play a significant role in adding weight to the provided recommendation. The latter is done before one spends much effort on more thorough site inspections.
First and foremost, one should identify if the site fits the corporate travel policy of an entity. In this case, the recent updates and amendments to the organization’s travel principles and policies should be followed. It is worth noting that one could take advantage of arrangements with preferred accommodations, hotel meeting facilities, and airlines for rates and better services. Through the move, one makes the selection decision easy and manageable through proper planning. Besides, one should consider the climate status of the site. The latter does consider not only the weather conditions but also the political and social circumstances in the proposed site. These are significant because they determine the security as well as the participation rates (DiPietro et al., 2008).
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Additionally, the determination of the best site is also affected by time. Some hotels and event venues are affected by seasonal hotel occupancy rates. Essentially, interaction with the individual or company hosting the event is very important. The move is necessary to ensure that both parties have similar information about the scheduled event. The host should enable the guests to identify the possible transport options and the most convenient ones depending on schedules and plans. Pertinently, the process of site collection also considers if the location serves the organization’s goals (DiPietro et al., 2008). In this case, one should consider any public relations or business factors that may increase the balance to one destination over the other.
Reference
DiPietro, R. B., Breiter, D., Rompf, P. & Godlewska, M. (2008). An Exploratory Study of Differences among Meeting and Exhibition Planners in their Destination Selection Criteria. Journal of Convention & Event Tourism, vol. 9(4): 258-276
