CHAPTER 6

§ 

Site and Venue Selection

 

CONTENTS

§ 

A. Differentiate between the various types and location of meeting venues.

B. Detail the process of sourcing a meeting venue.

C. Define the roles of key professionals at the meeting venue.

D. Identify important considerations when selecting a meeting facility.

 

Chapter Summary

 

Meeting Professionals have a variety of venues to choose from when organizing a small or large meeting or special event. Selecting a site is a strategic decision that involves many factors.  This chapter will describe each type of meeting venue and will detail the advantages and disadvantages of hosting a meeting in that facility.

 

The types of venues a meeting professional can choose from include:

 

1. Convention or Congress Center – Multi-purpose facility for meetings, public and industry trade shows

2. Conference Center – Deigned to provide optimal learning environment and is dedicated to educational and training meetings.

3. Convention Hotel – These properties are located near or connected to the convention center and may be able to accommodate an entire meeting or, for larger meetings, may be one of many properties used for a convention.

4. Limited-Service Hotel – These properties are located either downtown or in the suburbs and tend to attract regional visitors looking for a lower-cost stay.  (Averages between 50 to 200 rooms.)

5. Resort Property – Located outside of metropolitan areas and in secluded areas and can be upscale with recreational amenities such as golf, tennis, spa, skiing, and fitness services.

6. Airport Property – Attached or located near major airports. Can host large or small meetings and usually offer complimentary shuttle service to-and-from the airport.

7. Non-Traditional Venues – Includes cruise ships, museums, zoos, movie theaters, restaurants, and universities.

Sourcing the meeting destination and the subsequent venue can be a long and overwhelming process. There are several considerations to the selection process.  Understanding the appraisal process and other factors in selecting a venue have been found to reduce costs and increase the value of the meeting.  A meeting destination must meet the goals and the objectives of the meeting, along with aiding in the meeting value and profile.

 

After a destination and venue have been considered a creation of a Request for Proposal (RFP) is sent to the venues.  This invitation to bid on a specific meting’s business is a narrowing down process.

 

There are several considerations put into a RFP:

 

1. Key information about the group

2. Purpose of the Event

3. Preferred dates

4. Number of guest rooms required

5. Range of acceptable rates

6. Exhibits and any special activities

7. Food and Beverage needs

8. Complimentary requirements

9. History of the Meeting

10. When proposal is due and when decision will be made

 

Destination marketing organizations (DMOs) also referred to as convention and visitors bureaus (CVBs), play a key role in securing a meeting to a given location.  They assist the meeting professional with the venue sourcing process.  Recognizing that the primary goal of the DMO is to market and promote the destination and its hospitality offerings.  The DMO has three primary responsibilities; sales, marketing, and service.

After the meeting professional has narrowed down the destination a Site Visit is done.  This allows the meeting professional to thoroughly evaluate the venue’s meeting space, food and beverage, sleeping rooms, and service.

 

During the site visit the areas of interest for the meeting professional are sleeping rooms, meeting/exhibit/ancillary space, food and beverage, other amenities offered by the property.  Other considerations that are discussed are dates, rates, and availability.  There is also discussion on attendee preference, accessibility, and transportation. The meeting professional will work with a number of people at the meeting venue.  Key professionals at the venue include the General Manager, Director of Marketing, and the Service Manager.

 

Selecting the destination and the meeting venue are strategic decision made by the host organizations.  These destinations have a wide variety of meeting venues and attractions for the meeting professionals to consider.  Maintaining a firm grasp of the meeting’s objectives, physical requirement, and attendee expectations must be known before conducting a site inspection.