You're sitting in your office, working on the tasks assigned to you when your boss pops his head in and tells you that he has volunteered you to plan the Board of Directors meeting happening in two months. For a moment you bask in the glory of the faith that he has in you, you picture his praise when you pull of the greatest event of the century and then reality hits, you have never done this before and have no idea of what to do.
Relax, take a deep breath and follow this simple guide to create a success that will keep them talking.
1. Ask the boss for 10 minutes of his time to get his vision of the event. You need to know timelines, food expectations, budget available, and what will go on during the meeting.
2. Find out who did the meeting last year and what they thought of it, there may be notes that you can get from a co-worker or you may find out why you are now the planner.
3. Develop a time frame for the event; try to remain flexible as venues may be able to offer you better deals if you can work with them.
4. Develop a list of places the group is interested in. Think out of the box, you can often find better deals if you go away from the airport, try Galveston for some amazing weekday meeting deals with a beautiful atmosphere for the attendees. (Hotel Galvez and The Tremont House are two locations with unique spaces and attentive staff).
5. Just like when you were in school, create an outline of what you need, where you need it and when, this will allow venues to get you information quickly and will make your life much easier.
6. Go through major hotel websites, for example www.wyndham.com to find properties in the area you are interested in and fill out a quick online information request. This will bring the venue to you by call or email usually the same day.
7. From here send the Sales Manager your outline, tell them the vision and let them put together a meeting that will make you look like a pro. They are here to work with and for you, so don’t feel that you have to carry the burden, let them do what they do best. They can also help you with activities off property, ask for their favorites.
Once it is time for the event make sure to pack your materials, arrive early and verify your space, once you begin auto-pilot will take over and it is a smooth ride. You may even be able to convince the boss that you should go a day early and have the opportunity to have some personal time by the pool.
After the work is over each day go to the Rooftop Bar at The Tremont House for a cocktail, or set up an appointment at the Hotel Galvez Spa for a massage. You have done the job and it’s time to celebrate.
Hotel Galvez & Spa offers 13,231 sq. ft. of meeting space in nine rooms as well as two outdoor event venues. For more information, visit the website.
The Tremont House has 15,776 sq. ft. of meeting space in eight rooms including a 7,946 sq. ft. ballroom. For details, visit the website.