MEETINGS assistance and for what cost. Internet




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Central/Easy access

Reasonably priced





§  Facilities, for example, cuisine, utensils
rental for most part simple to organize.


§  Cost may be lower. 

§  Scheduling dependent on school year

§  Food service on campus may be available
for your use.

Corporations/Associations/Engineering Firms

§  Businesses with huge gathering rooms might
be a decent hotspot for meetings.

§  Offer an ease elective.

Community Centers/Convention Centers

§  These differ with area and size,
expenses and administrations


Meeting Facility Requirements:

Ensure there is enough room to put up your session. 

Allow additional space for registration, onsite enrollment
and systems administration. 

Theater seating may be function admirably for a lecture
style presentation; however, an interactive workshop may require classroom
seating, boardroom, panel discussions need head table, etc.  

Are there hookups for any technology you need? 

If someone is participating by conference call, is there a
speakerphone in the room. 

Need an Internet hookup, ensure there is one available.


Audio Visual & Technology

Microphone:  Do you require a microphone for
your speaker or microphones for addressee’s questions?
data projector, screen: Will you need a PC and data projector and screen for
the presentation.  Is the speaker
bringing that equipment, or are you responsible for providing that?
a speakerphone required?  Ensure
there is a phone line and phone in the room.
If you are using the hotel to provide your equipment, do they have technical
support on staff?  If not, who will
supply that assistance and for what cost. 

hook-up: Ensure
you have the speed you require, and your PC has the proper hardware and
software to attach.  

Food & Beverage:

If you have booked the hotel than
it will be easy for you to arrange food because you can book it with
catering services.
If you are meeting online, you can
book services from online food providers so at same time all the members
can get food at their respective places.
If you tie-up with food chain or
multi cuisine restaurants it will be cost effective.


Room Block:

Ø  It will depend on the participants
where they are coming from and will they stay overnight?  If so what are you expected to provide.

If you are going to conduct
meeting at some hotel than it will be beneficial to book a room in the same
hotel, so it will be lot cheaper and convenient for the participants to
reach at meeting hall.
If you are going to conduct
meeting at other place than at hotel so you have to search for near by
hotel from the meeting place and also you have to check for the price.



backup plans in the event of

Ø  Speaker cancellation, illness, or

Ø  Weather

Ø  Equipment failure

Ø  Schedule changes