When planning meetings and events, the venue is often the first selection made in the planning process. Selecting the right venue that has the amenities and meeting rooms to meet your clients’ needs is paramount to a successful event and must be determined before other aspects of the meeting can be planned. Due to the importance of meeting venues to your event planning process, using the same venues on a regular basis and developing long-term relationships with your contacts at these meeting venues will make your job easier, will ensure that your client receives topnotch service and can save money.

When you use the same venues regularly you will become familiar with exactly what they offer, will know what to expect and will benefit from venue staff being able to anticipate your needs. You can also receive discounts for booking multiple meetings and may even get priority for popular dates. When you build relationships with meeting venue staff, you will also naturally begin to build relationships with local vendors and will likely get tips from the staff on which vendors provide exceptional service or great prices. When you can call a local caterer and tell them that you were referred by your contact at a local hotel with which they often do business, you are much more likely to get a great price and great service, making your job easier and helping you keep your clients happy.

A prospective client wants you to plan a meeting at a centralized location that allows most of the attendees to drive no more than four hours to get there. He has a modest budget, but wants to impress the top executives who will be flying to the site and will need an overnight stay at a local hotel.

How do you choose the right site for this client? The geographical restrictions may limit your choice of venue options. Does the meeting need a conference table? A large room that can accommodate numerous set ups for large graphic displays? Those are just a few things to consider.

The time of year is another concern. Is the meeting going to be held during the area’s top tourist season? Are there other meetings taking place at the same time, at the same location? If the meeting is taking place during winter or storm season, will there be lodging available should departure times be delayed by the weather? What is the back up plan in case of a labor strike? Has your client been advised about cancellation insurance?

The more questions that are answered before signing a contract the better the relationship will be between you and your new client. Be professional, smile, expect (and give!) the best and be prepared for the worst.