Productive, successful meetings and events are an important part of the group experience! If it's your job to organize meetings and events efficiently and effectively, we have some advice on different aspects of this exciting and demanding responsibility. Your group can flourish in the right environment....we're delighted to help!

Resorts are conducive to informal and formal meetings...and great fun! A resort can provide your group with recreation and relaxed, receptive minds that make great progress in decision making. If the main idea is for the group to have fun as a reward or benefit to participation, a resort can be an excellent choice! Search Resorts

Retreats are a range of retreat environments that could be right for your group. Retreats are just that; a removal from every day life and responsibilities in order to pursue study, explore personal or strategic decisions, meditation, prayer, communication, self improvement, usually with the assistance of a director. Retreats are often geared for smaller groups, but can also involve sizable groups with a strong common interest and focus. Search Retreats

Camps offer rustic group activities in the great outdoors! Team building, ropes courses, and lots of space! Facilities are utilized by corporations, schools, athletic teams, musical groups, religious organizations...you name it! They can also be very economical, but do not expect lodgings that are similar to resorts and hotels. Camps are generally in rustic environments and facilities are geared more to great activities and experiences as opposed to posh lodgings. Search Camps

Hotels offer a great range of amenities that can provide attendees with a sense of relaxation, comfort and fun. Hotels bring people together in conference and meeting rooms and other environments conducive to both formal and informal functions. Of course, many hotels also have considerable exhibit areas for trade shows and conferences. Search Hotels

Conference Centers focus on providing all amenities that groups require for successful meetings. Frequently, they have an auditorium for larger group presentations. Centers can be in either rural or urban environments, so chances are you'll find the right location and service to fill the bill for your group! Conference Centers provide an environment in which groups can focus on the agenda and issues at hand. Search Conference Centers

Convention Centers - When a combination of urban location, plentiful meeting rooms and substantial exhibition space are required, the convention or exposition center is called for. These facilities are almost always a close hop from airports and in or near downtown areas. Of course, they're geared to handle large numbers of exhibitors and material in very short time periods. Space at some facilities is booked years in advance, so start researching early! Search Convention Centers

Know Your Goals

In great part, the success of any group meeting, activity or event depends on how well you define what you would like to accomplish. Of course, this is your first step. Goals should be known well in advance of any logistical planning or preparations. This way, you have a guide to your meeting's structure and a yardstick to measure your progress and whether objectives have been achieved.

How To Achieve Meeting Objectives

Anticipate exactly what is necessary for your meeting to be a success, based on your goals and objectives. Identify all the elements and possibilities that can (and probably will) impact on your meeting. Always be flexible and expect to work with surprises!

Decide On The Best Environment For Your Meeting

Will your meeting be formal, informal, or both? Do you seek an urban location or rural. These are questions you'll need to answer through this process....and be sure to identify all support services required of the facility, transportation, media, etc.

Here's a checklist for you to consider:

1. Who's Attending

Clearly identify your attendees from the very start of the planning process and when details are confirmed, inform them of the purpose, agenda, date, time, place and all logistical details of the meeting well in advance. Attendees should know what they will contribute to your meeting.

2. Plan Particulars

Determine the kind of facility you need and all your requirements for a meeting site. Be sure to consider transportation, lodging details, eating requirements, entertainment or instructional needs, and supervision when necessary. What support services (audio/visual, etc.) will be needed?

3. Prepare A Detailed Event/Meeting Schedule

What will happen and when? This applies to everything from business meetings to environmental education workshops in the woods....all group events!

4. Keep On Track

Prepare a schedule and stay on track! Stay with the topics on your agenda. Don't veer off into other areas. Circulate any materials at the appropriate time to keep all people informed.

5. Closing

Be sure to have a fitting closing to your meeting. Whether it's attended by stock holders of a large multinational corporation or students from the local elementary school, an appropriate summary, thank you and good bye will give your event a sense of completeness and success!

6. Helpful Hints

When possible, visit unfamiliar locations in advance of your meeting. Speakers and organizers should know everything necessary for good presentations, including the location of light switches and thermostats! If possible, sit in seats to be used for at least fifteen minutes and see how they feel. If they're comfortable, your group will be comfortable and happy!