The Do’s & Don’ts of Meeting Venue Booking

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Administrative professionals and meeting planners have had to learn the in’s and out’s of virtual event planning over the past year. While virtual events will continue to have their place as we move beyond the pandemic, organizations are beginning to bring back programs that are best held in person. Planners now need a whole new set of tools and strategies for bringing back their in-person meetings and conferences safely, beginning with the venue sourcing process. Join this session where we’ll cover the do’s and don’ts of booking in-person meeting venues in order to reduce your organization’s risk and ensure you are able to restart your in-person meeting planning with confidence.

We’ll cover:

• Essentials for gaining internal alignment before starting the planning process
• New questions planners need to incorporate in their venue Requests for Proposals (RFPs)
• Tips for how to conduct a successful venue site visit for a post-pandemic meeting
• Which hotel meeting contracting terms planners need to consider adding (and which to avoid) in order to protect their organization

Bonus Handout: Post-Pandemic Venue Site Visit Checklist

Hot Tip: When sourcing venues for in-person meetings going forward, be sure add a question to your Request for Proposal (RFP) around whether the venues have added any turnkey hybrid event capabilities. Even if you expect all of your attendees to attend in-person, it’s important to know how the venue would be able to support you if things change or if some of your group ends up unable to attend in person.

About Chrissy Thompson: Chrissy Thompson is the Founder & CEO of Dynamo Events, a Los Angeles-based venue site selection and event management firm dedicated to delivering events that spark business, including user conferences, sales kickoffs, executive meetings, road shows, and incentives. Since being founded in 2016, Dynamo has planned events online and in over 30 cities on 4 continents, serving over 25,000 attendees. Chrissy was recognized as one of Connect Magazine's 40 Under 40 in 2017, is a Cvent-certified Venue Sourcing specialist, and is a PCMA-certified Digital Event Strategist (DES). At home, she can be found mixing a craft cocktail or lifting heavy weights (but not at the same time!).

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