10 tips for planning a meeting.

• Author: Kamm, Denise M.

1. Consider your location. Get bids from your top options. Consider more than price. Service speaks volumes.

2. What's for lunch? Does the venue have an in-house caterer? Do they allow outside food? Are china and glassware included in the bid? Remember to consider coffee, breakfast, and afternoon breaks, too.

3. Consider your audio/visual needs. Does the venue have on-site technicians? On-site equipment? Or do you need to contract a technician and rent equipment?

4. Find out about your on-site coordinator. Who is that person? Is it the same person you have been in contact with during the planning or is it someone new?

5. Inquire about event signage. Does the venue provide signage pointing delegates to the event? Does the venue advertise your event for you? Do you have to prepare the in-house signage? Do they have a graphic designer for you to do your advertising?

6. Ask about cleanup. Do you have to do it? Or does your meeting location have a staff to change the trash throughout the day and clean up for you at the end of the day?

7. Always have a contract! It's not just so you know what to pay, but also so you know what is expected of you as well.

8. Checklists are your friend. Have a checklist in hand when you call your venue, your caterer, your audio/visual companies, and your decorator. Start a...