Meeting MPI Toronto - May/June 2014 - (Page 14)
By Peter Bruyere
REASONS WHY VENUE
SELECTION IS KEY
n real estate, they say location is key. When it comes to hosting your meeting, it is as much about the venue as it is the event.
As you put together your attendee list and agenda, you should keep in mind how the venue will help shape the tone and feel
of the event. An offsite meeting often involves transportation, accommodation, and food and beverage. Each event is crafted
with a purpose in mind, often with defined objectives and a specific takeaway. It would be a shame to have all of your hard
work undermined by selecting the wrong location, where the takeaway is more about the deficiencies of the venue than the
positive results of the meeting.
TAKE THE BUS
If the meeting is attended by locals, make sure that
your venue is easily accessible by public transit and
there is adequate, affordable parking. Make sure you
communicate parking rates (if any) to your delegates.
TWO IS BETTER THAN ONE
MIND THE BOTTOM LINE
While cost should not be the sole determining factor
when selecting a venue, everyone has a budget these
days. When speaking to the venue, ask if the venue is
willing to add value to improve the event experience for
your delegates - and your bottom line.
Make sure you have a separate meal room from
the main meeting room. You don't want banquet
staff setting up the buffet during the presentation.
Moving from one room to the next also gives your
group a chance to stretch their legs and get the blood
AN ARMY MARCHES ON THEIR STOMACH
An integral part of any venue choice is the food and
beverage component. If the room is spectacular and
the environment inspiring, the food should be as well.
A well-fed group is a happy group.
When selecting your venue, ask if there will be a
dedicated representative for the duration of your event.
You want to make sure that there will be somebody
there to respond to your call when the room is too
warm or the coffee is cold.
THE WOW FACTOR
ALL WORK AND NO PLAY
If your meeting involves an overnight, make sure
there are restaurants and activities in the area for
your delegates to go out and enjoy after the daylong session. These evening outings can become
an extension of the meeting, great bonding time
THINK OUTSIDE THE BOX
LET THERE BE LIGHT
People, just like plants, need light. Make sure your
meeting room has natural light, otherwise you may
find more than one delegate wilting midway through
If you want an inspired, engaged audience, give them
an inspired, engaging venue. If your budget allows,
take your meeting upscale and give them a venue they
have never been to before. Wow them so they too can
Try to find a unique and visually attractive venue, and
try to avoid those "boxy air-walled" ballrooms as much
as possible. If you want people to be alive and creative,
then given them creative environment in which to meet.
Make sure the size of the meeting room fits the size
of your meeting. If the room is too large, it can feel
cavernous and unwelcoming. If it is too small, your
delegates may feel enclosed and distracted.
Peter Bruyere is the Director of Sales & Marketing of Trump International Hotel & Tower, Toronto and can
be reached at firstname.lastname@example.org.
14 * MEETING | MAY/JUNE 2014
Table of Contents for the Digital Edition of Meeting MPI Toronto - May/June 2014
The Evolution of Meetings: Top 10 Changes in the Past Decade
Load ‘Em Up: Top 10 Considerations For Offsite Events
Crossing Borders: Top 10 Things to Consider When Planning an International Event
Location, Location, Location: Top 10 Reasons Why Venue Selection is Key
Student Spotlight: Top 10 Ways to Elevate the Overall Event Experience
Create a Buzz: Top 10 Event Marketing Tips
Think Outside the Meeting Room: Top 10 Ways to Create Experiential Learning
The Generational Divide: Top 10 Differences You Need to Know as a Team Leader
Welcome, New Members!
Blast from the Past: 35 Years of MPI Toronto
Advertisers’ Index & Advertiser.com
The Last Word
Meeting MPI Toronto - May/June 2014