Planning a successful off-site meeting: Alaska hosts a large number of national and international conferences each year, but many local businesses and organizations also hold off-site meetings for their employees.

• Author: Campbell, Blythe

Twenty-seven days of meetings, food, lodging and transportation for 400 delegates flying into Anchorage from all over the world. It's just another day at the office for meeting planner Robyn Langlie. But the annual meeting of the International Whaling Commission (IWC), held this past May, had a few requirements that Langlie doesn't see every day in her business.

"Security was a big concern," said Langlie, who works for Visions Meeting and Event Management, a USTravel company. Past IWC meetings were marked by demonstrations and intense international media attention. Langlie also had other challenges with an international delegation--including several different languages, cultural protocol and dietary preferences.

Alaska hosts a large number of national and international conferences each year, but many local businesses and organizations also hold off-site meetings for their employees.

Getting people away from their phones and e-mail, whether to a meeting room in a local hotel or a resort in another city, reduces distractions so staff can focus on the business at hand. Langlie says some of her clients prefer to hold meetings in a remote location where everyone has to travel. For those clients, the additional cost of travel and accommodations is a good investment to get the group's undivided attention and build teamwork.

SAVING DOUGH

Meetings also can be structured to minimize overnight stays and save money. Kathy Phillips, marketing manager for the U.S. Postal Service's Alaska District, has planned her organization's annual conference for 10 years. "We start at noon on day one, and end at noon on day two," says Phillips. Attendees coming from other parts of Alaska can travel on both conference days, so only one night's hotel accommodations are needed.

The 75 attendees meet in Anchorage in alternating years, and have met in Talkeetna, Alyeska and other Alaska locations. Phillips has found that when the meetings are in Anchorage, where most of the staff lives, it's harder to keep everyone engaged.

The type of meeting determines the schedule, travel and lodging requirements, room setup, food and beverages, and other decisions that impact meeting length and costs.

Business strategic planning sessions may have a variety of department presentations, followed by group brainstorming and planning. Phillips has found that their meetings work best when the group is together for most of the time, with small group sessions to work on a project or...