Meeting Planning Companies: Experience Counts

 Why 1Meeting planning companies come in many shapes and sizes; from mega-size companies to one-person shops.  The huge companies can provide everything from meeting planning to rebate programs while the small shops offer great pricing but can often only offer the basics of travel and logistical planning.  If you need help with your meeting, how do you know which one to pick?  There seems to be a planning company for every need and each one says they are the best at what they offer.

How can you be sure they can deliver on their promises?

For my money, I’m going with the company that has the most experienced staff.  Anyone can purchase commodities like rooms, food and AV; but can they get the best value for your money?  An experienced senior planner can.  They know the going rates, what hotels are willing to give away and how to negotiate an advantageous contract.

Experienced planners also have a better understanding of communication strategies, adult learning, risk mitigation and the latest trends in hospitality.  Using their extensive industry relationships, they know what suppliers are hungry and will offer deals and who will not.  They know the newest properties and hottest destinations.

But the value of experience doesn’t end there.  The greatest value of experience is during on-site operations.  Meetings are complex events with many moving parts; from transportation to workshops to F&B.  When everything happens according to plan, anyone can operate a meeting.  But that’s not real life.  Most meeting plans require fine-tuning and adjustments as the plan encounters unexpected changes and attendee dynamics.  Sometimes the challenges are simple and easy to handle.  Other times, they can be very complex and difficult to manage; like severe weather, infrastructure failure or wide-spread illness. That’s when you need a planner with the training, experience and resources to address the issue and make sure your attendees are safe and secure.

When you are looking to hold an effective meeting that provides the greatest value to your attendees and your company, look for meeting planning companies with the most experienced staff.  They will save you time and money while insuring that regardless of what happens, your attendees will have the best experience possible.

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