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Summary Recommendations for Working with All Venues they should be in sessions. A review of the event's history When choosing a venue for a MEEC evene, a planner is important in determining what venue is the best option should view the facilities offered through the eyes and for the planned MEEC event. expectations of the event attendees. Who are the attend ees? What are the goals of the event? A facility without Research and Understand Venue Options lodging might be a good fit if all the attendees are local. Obtaining accurate information on the venue options is A remote venue might be a good option for a conference essential to planning successful meetings/events, Detailed if attendees have a tendency to slip away midday when and thorough research is the first step in the process. This first step is much easier now than it has been, and there are facilities that will take advantage of that promises to become even easier, as the Internet and web- relationship, just as there are planners who do not deal sites provide planners with powerful resources to plan honestly with their suppliers. Despite the risks involved, their events. Many of the best meeting facilities have the attempt must be made, because the success of every extensive websites with detailed information. Some ven- event depends on the interaction between the planner ues have 360-degree visual imaging that allows a planner and all the other parties. This relationship begins with to remotely view the facility. understanding what each of the participants brings to the A planner needs to determine whether to use the relationship and what each needs. venue's technology or preferred vendor, rent it from Communication begins with a set of requirements. another vendor, or buy their own equipment if their The more accurate the requirements are, the better. It is needs are very basic. Planners need to evaluate the important to note, however, that accurate and detailed proper use of their time. Is their time well-spent hauling are not the same thing. In a contract, the hotel needs a large plastic case through airport security, or is it bet- to know how many people are coming, but they may ter spent attending to details, such as ensuring the coffee not need the names until relatively close to the event. is refreshed and lunch is ready on time? Many planners Accurate and timely listings of requirements are the first see their jobs in terms of cost containment. While that step in developing a successful relationship. Verification is surely part of the job, helping guarantee the success of the documentation returned by the venue is the of the meeting is a more appropriate goal. Sometimes other half of this communication. Not only should the a penny saved is not a penny carned. Sometimes it is a planner provide requirements, but the venue should pound lost in a missed opportunity. The planner's job is also reply and acknowledge that it understands the to know the difference. requirements and how it will fulfill each requirement as Weather is an issue for all events, but particularly for appropriate. outdoor venues. When planning an outdoor function, an An excellent resource to use when planning an event indoor backup plan or contingency plan is vital to the suc and determining what services are needed from the venue cess of the event. A professional planner should always is a needs analysis. Go to the Event Industry Council's recognize the potential for weather to have an impact on website and download their RFP workbook from their the event and, therefore, put the necessary plans in place APEX (Accepted Practices Exchange) tab. By following for the worst-case scenario. this template, which follows industry standards, event planners can ensure that they are including all the details Communication and Verification necessary for their event to be a success. The key to working with any venue is fourfold: Once the event planner has done the research and feels a research, understand, communicate, and verify; research, venue is a good fit, then, and only then, should the plan- understand, communicate, and verify; and repeat until ner call the facility's sales department to start a dialogue done! This chapter provides information that can be used The most important component of working with any by meeting planners to research and understand, the first facility is the development of an open, honest, and trust- two steps of the event planning process. The remaining ing relationship with all parties involved. Unfortunately, steps are what separates the best planners from the rest. 2. The Case study should have an introduction and conclusion section. 3. Case study will discuss each chapter. How the organization applies this chapter to their business? Why do they apply this concept? Authors recommendation why is the strategy good or bad. Explain (do not use the word I in your paper)