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.