Successful Meetings - December 2007 - (Page 31)

Planner’s > Pre-Event Workshop or private facility. Factors to consider should include size, logistics, capacity, and budget. Make a checklist of requirements and questions to ask including: noise restrictions, toilets, open flame policy, wet weather contingency, maximum capacity, preferred suppliers, and hidden costs like compulsory security , cleaning, and restitution. Make sure you meet with the venue manager before the big night and do a quick run-through. A word from the wise: The most frequent and stressful oversight made is not checking what time you have to load in/bump out. If your venue is booked for functions back-to-back you may only have an hour to set up or pack down, so check before you book. Always go for a venue larger than your predicted turn out, but be prepared with some drapes to section off areas that won’t be used to avoid the “sad looking half-empty room” syndrome. Book early! The best dates for the holiday calendar can book out months ahead, with the biggest and best booked up to a year in advance. Get everything in writing. This is critical. Be sure to get written details from all your suppliers—so there is no confusion over what you are asking for and all your costs are documented. Fun and games. This year, entertainment trends are about providing opportunities that money can’t buy—if you hear it on the radio, you might just see it at your holiday party! Theming is all in the finer details— from crystal chandeliers to silk roses, aerial performers, and flame bartenders. Or if you are on a budget, your mantra should be “a touch of” . . . some cushions, dim lighting, and veils to create a Kasbah. Or music to set the mood. Focus on immersing your guests in your chosen 4 5 San Antonio’s ideal climate and friendly people helped to grow our convention. “Our membership has always loved the convenient, comfortable atmosphere here. The ease of access between ﬁrst-class facilities such as the convention center, hotels, restaurants and the River Walk is conducive to networking and encourages productivity as well as relaxation. The city always rolls out the red carpet for us with their unmistakable hospitality. And with approximately 40% international delegates, we’re convinced that the charm and culture of San Antonio keep bringing them back year after year.” —Helen Kutska, NPRA 6 That’s why the NPRA has committed to booking their meetings in San Antonio through 2016. To book your next meeting in San Antonio, visit 1-866-517-7771 “Ed, You can hype a meeting better than any planner in the business.” SUCCESSFUL MEETINGS DECEMBER 2007 mimegasite.com http://visitsanantonio.com http://mimegasite.com

Table of Contents Feed for the Digital Edition of Successful Meetings - December 2007

Successful Meetings - December 2007 Contents Editor's Note Special Report Research Industry Trends 2008 Meeting Events Planner Spotlight Websites of the Month Mouth for Sale Technology Talk Food & Beverage Pre-Event On Site Pre-Event Tools of the Trade Goodbye, Booth Babes Five Tips to Improve Your Golf Events When Crime Pays Office for Hire More Miles for Your Money Places & Spaces South Florida Biloxi / Mississippi Gulf Coast Fort Worth Monterey Beijing Gurus Special Supplement: Hawaii Island-by-Island Guide

Successful Meetings - December 2007

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