5 Tips for the Newbie Meeting Planner

If meeting planning isn't in your job title, but more often than not you get the task of planning the board retreat or annual membership meeting, then you've been deemed the honorary meeting planner at your company or association. Congratulations!

While larger companies may employ a pro planner, smaller organizations don't always have the ability to do so. Novice planners (as well as seasoned planners) can use the following tips to create an event worth raving about.

Networking Meeting

1- What is the purpose of your meeting? This one, simple question will help you determine many of the details for your event. If you’re planning a team-building retreat, select a destination that offers plenty of indoor and outdoor activities, including golf and charter fishing. When planning a small board retreat, a destination with unique meeting spaces, such as oversized condos or beach houses, fits the bill.
2- Identify preferred dates. Consider holding your company’s event during a destination’s shoulder season. You’ll generally have more flexibility in venue and vendor selections, as well as lodging options.
3- Keep your budget in check. Understand what you can reasonably afford on your company’s budget.
4- Read the fine print on contracts to ensure everything you need is covered. It’s easy to forget about the little things needed to pull off an event, so ask your vendors for a detailed list of what’s included and what’s not included in their rates.
5- Perhaps the most important thing you can do is utilize the services of the convention and visitors bureau where you plan to hold your destination meeting. The sales team at Gulf Shores & Orange Beach Tourism assist pro planners and rookies from start to finish, site selection to event marketing.

For more information on working with the sales team in Gulf Shores and Orange Beach, visit the Conventions & Meetings website.


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