Corporate meeting planners always have to be on the lookout for attractive, affordable venues to add to their list of possibilities. Few companies want to hold meeting after meeting in the same location, particularly when it is clear that new environments can breathe new life into corporate meetings and can prove highly motivating. Even those companies that do not mind holding regular meetings at the same venue repeatedly will likely want a new location for bigger meetings or corporate events. Knowing that you are at least partially responsible for the success of the meeting, it is your job as a corporate meeting planner to ensure that your meetings take place in venues that provide the required logistics, as well as an environment that is conducive to productivity.

Naturally, you will have local hotels and banquet halls on your list of venue options, but it is also important to seek out unique locations to offer to your clients. For example, you may want to consider contacting local museums, wineries, landmarks, theme parks and zoos to inquire about their meeting facilities. If you are located in a smaller city or town, you should also familiarize yourself with the options available in the closest major city in your region. In order to accommodate your clients that require more unique options, you should also have information on hand regarding cruise ship meetings and venues located in popular corporate travel destinations around the world.

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.