How do you communicate your meeting objectives and expectations to the venue staff?

1 Know your objectives

Before you contact the venue, you should have a clear idea of what you want to achieve with your meeting. What are the main goals, themes, and messages of your event? Who are your target audience and speakers? How many attendees do you expect? What kind of format, agenda, and activities do you have in mind? Having a clear vision of your objectives will help you communicate them to the venue staff and negotiate the best contract terms.

2 Prepare a request for proposal

A request for proposal (RFP) is a document that outlines your meeting objectives, expectations, and requirements to the venue. It should include information such as the dates, duration, budget, space, equipment, catering, audiovisual, and other services you need. You should also specify any special requests, preferences, or restrictions you have. An RFP will help the venue staff understand your needs and provide you with a customized proposal that meets your criteria.

3 Review the contract carefully

Once you receive a proposal from the venue, you should review the contract carefully and make sure it reflects your objectives and expectations. You should pay attention to the details such as the cancellation policy, the payment schedule, the liability clauses, the attrition rate, the force majeure clause, and the performance standards. You should also check for any hidden fees, charges, or penalties that might affect your budget. If you have any questions, concerns, or requests for changes, you should communicate them to the venue staff as soon as possible and negotiate the best deal for your meeting.

4 Maintain regular communication

After you sign the contract, you should maintain regular communication with the venue staff to confirm the details of your meeting and update them on any changes or developments. You should assign a point of contact for both parties and establish a communication plan that specifies the frequency, mode, and content of the communication. You should also provide the venue staff with any relevant documents, such as the agenda, the attendee list, the speaker bios, and the floor plan. You should also schedule a site visit and a pre-conference meeting to inspect the venue, meet the staff, and review the logistics.

5 Provide feedback and appreciation

During and after your meeting, you should provide feedback and appreciation to the venue staff for their performance and service. You should monitor the quality and delivery of the services and address any issues or concerns promptly and professionally. You should also express your gratitude and recognition to the staff for their efforts and cooperation. You should also solicit feedback from your attendees, speakers, and sponsors on their satisfaction and experience with the venue. You should share this feedback with the venue staff and use it to improve your future meetings.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?