meeting planner guide

Plan an Inspired Meeting with this Guide

After almost 30 years our name has become synonymous with successful meetings. We’ve taken the knowledge and insight gleaned over those years and developed this guide as a tool for you. No matter what stage you’re in – from property selection to execution details – this reference will help you plan the most inspired meetings at the most inspiring places.

Download Meeting Planner Guide PDF

Meeting Planner Guide Highlights

Budget Wisely

Advance Planning Can Pay Off

Last-minute changes can cost your organization extra money. In order to better stay within budget, we advise planning well in advance by using a tracking tool like a spreadsheet for your expenses and any income you may receive from vendors, sponsors, or exhibitors.

SpeedRFP

Streamlining the Process

Meeting professionals can now preload account and event information then submit RFPs to any SpeedRFP-enabled hotel without rekeying data. They can also manage all of their RFPs from one place. For hospitality suppliers, SpeedRFP seamlessly integrates into their websites, works alongside existing RFP forms, and increases visibility to the SpeedRFP planner network without charging any commission or transaction fees.

Speed-RFP Hotels

Property amenity at The Alexander in Indianapolis, Indiana

Food & Beverage

Well-Planned Nourishment

One of the most important things to keep in mind when planning meals and refreshment breaks is that there needs to be enough time for people to eat leisurely, network, and enjoy the presentation. We generally recommend:

Continental breakfast: 30 to 40 minutes

Full breakfast: 45 to 60 minutes

Lunch: 45 to 60 minutes

Dinner: 20 minutes per course

Refreshment breaks, at a minimum:

  • 15 minutes for up to 100 people
  • 30 minutes for up to 1,000 people
  • 30 to 45 minutes for groups larger than 1,000