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Determining Meeting Requirements is a critical next step in the planning process.
Consider the following:
| - What part of the country or world is best for the event? What is the climate?
- How will the majority of attendees get to the hotel? Will they be driving? Flying?
- When will attendees arrive? For example, will participants get to the hotel the morning of the meeting/event begins or the night before?
- How many times will you need to feed attendees and when? Will all meals be planned or will some be “on their own”?
- Do you need to plan any recreational activities such as sightseeing or sports outings?
- Approximately when will attendees leave? After lunch? Late afternoon? In the evening?
| | Timing and logistics of the meeting/event’s program is an important part of the preliminary schedule. Some primary considerations are: | - How many morning, afternoon and evening sessions will take place? Will more than one session be held at one time? Approximately how many people will attend each session?
- What meeting space and seating arrangements will be required for each session? Will you need a classroom arrangement? Theater? U-Shape tables?
- Will any audiovisual equipment be needed?
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