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.
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.
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.
Food & Beverage
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