Whether your corporate event lasts for two days or two weeks, there are bound to be certain points where participants begin to get edgy, stress begins to take its toll, or energy and attention begin to wane. Even in the most interesting meetings this can happen, which can lead to lower productivity and decreased satisfaction among attendees. This is why savvy corporate meeting and event planners have begun to include spa treatments in their event schedules. These luxury extras are an excellent addition to meetings and a great way to perk up attendees, relieve stress and prepare them for a few more hours at the table.

This growing trend is particularly popular at resort hotels that house spas on the premises, which also makes the inclusion of spa treatments much easier to organize. When the equipment and staff necessary to conduct spa treatments is already in place, only minimal planning is required to provide this added luxury to your event. Popular options for spa treatments during meeting breaks include chair massages, foot massages, head massages and mini, instructor-led yoga sessions and stretching breaks.

If your venue does not have an in-house spa, you can still incorporate spa treatments into your event with ease by finding a local, mobile team of spa service providers or contracting with a local spa that can send over staff and equipment.

You do not have to make every meal a stylishly themed function when planning your next corporate meeting or incentive travel package, but there should always be at least one fun food function, and possibly more. Of course, creating a memorable meal takes more time, effort and money, but it is well worth it to ensure that your attendees will be talking about your event for months or years to come.

Even if you are working with a slim budget, or have many other planning components that require your focus, you can plan a themed function with ease and for less by working with your venue using these three tips:

1.  Ask the venue about special arrangements of relationships they may have with local entertainment options. This may result in a lower cost and will make ease the booking process.
2. Inquire about what the venue has on hand in regards to event logistics. For example, if they have tables, chairs, linens and A/V equipment you may be able to negotiate use of these items into your contract, or add it for only a small additional expense. 
3. If you are planning your event at a theme hotel or a venue in a popular destination, they will likely have event décor on hand that matches their theme or is typical of the location. For example, you can be fairly certain that a tropical-themed hotel in Hawaii has luau décor.

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.

Site-inspecitons are essential to planning a successful meeting.   Marriott.com offers a meeting planning checklist that is comprehensive and helpful,including site inspection.  Here are some things to consider when inspecting a site:

• Virtual tours – don't let distance hold you back.  Many venues offer virtual property tours.
• Guest rooms – try them out.  Ask to see the different categories of rooms to see the actual differences.
• Meeting rooms – How will your setup work? What is the distance from the meeting room to banquet facilities, restrooms and guest rooms. 
• Food and beverage – where is the banquet kitchen located?  What is the F&B minimum?
• Parking facilities – Is there adequate parking if your attendees are driving? Is it secure? What is the cost per day?
• Safety – Get a copy of the venue's safety plan.  Does it cover all your needs?
• Security – Are there in-room safes?  Do elevators require key access so that only registered guests can access the lodging floors?
• A/V - Do they offer the equipment and technology you need for your meeting and for your attendees?  What are the costs?

Do a detailed site inspection to avoid surprises.

Success is often in the small details. What things do you make note of when you visit a location as a potential corporate meeting place? Before you go onsite, evaluate your client’s needs, size of the group, and any special needs that need to be addressed.

Make your appointment for the site inspection and make notes about everything. Have a site inspection checklist ready with important points you want to observe or cover in the evaluation of the venue. Here are a few examples:

• the overall condition of the facility- What is your first impression?
• carpets – Are they in good condition and clean?
• furniture – Is it shabby, worn, or does it smell of cigarettes?
• conference rooms – What is the feel of the room? Is it big enough to suite your client’s needs? Don’t forget to look up; lighting can be critical.
• rooms – Ask to see the best and worst rooms available. Make sure your client isn’t booked into one of the worst rooms. Check the room out thoroughly and don’t forget to check out the bathroom. Turn on the shower and note the water pressure.

Other points such as wireless Internet, teleconferencing capabilities, and audio visual needs will also be covered in the inspection in addition to overall cost.

You as meeting planner can always pat yourself on the back when a meeting goes smoothly. The client is happy, you’re happy, and you have a great chance of being hired by this company again. Your bank account is a little fatter and your bills paid. But what about the behind-the-scenes people who helped make it possible?

Behind-the-scenes people are the ones you rely on to make it work after you have given your instructions and walk away. After the meeting you will likely book another event at that venue if possible, and you stand a chance of getting some of the same personnel to help. By rewarding them as individuals, you will increase your chances of even better service.

Create a Pay-It-Backward Budget

Don’t just leave this to chance, intending to use some “funds left over,” or worse, leftover items. Budget money to buy gift certificates, gifts, or simply write checks to the people who do an exceptional job for you. Then choose them wisely. Read the rest of this entry »

Organizing meetings that are easy on the planet is the new trend in the meeting planning industry. If we look at the way meetings were arranged in the past, environmentalists are sure to cringe with annoyance. Planning an event usually means using a lot of paper- in the form of invitation cards, pamphlets and other meeting related documents. However thanks to modern technology, meetings no longer need to use the earth’s resources and can make do with technological or online resources that lead to a greener and healthier planet.

Here are some ways in which you can plan a green meeting: Read the rest of this entry »