never mind the don'ts
we only use the word
'doo'...
let's doo it!
step 1
step 2
venue checklist:
step 3
accommodation:
step 4
food & beverage:
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- Determine the purpose of the meeting/conference, this will help you understand your functions requirements and therefore select the most appropriate room type.
- Work to a plan.
- Set clear goals and objectives.
- Confirm your dates, but be flexible as a date change may be the difference between obtaining the venue you desire and being disappointed.
- Compare venues, facilities, and prices online, use asdoo.com to compare the prices of each venue, there is no need to send out hundreds of emails and wait for their reply, on asdoo.com you'll receive instant confirmation after you have booked.
step 2
venue checklist:
- How long does it take to travel time from the airport to the venue?
- How long does it take to travel from the CBD to the venue?
- How long does it take to travel from your office to the venue?
- What audiovisual equipment is included and what condition are they in? Obtain a price list of additional equipment, if none is provided, do they have a preferred equipment supplier?
- Does the venue offer accommodation and if so, is it located on the same premises as the venue?
- Are all meals and refreshment breaks included in the cost or are they additional?
- Is their adequate parking and is it complimentary for guests and function attendees? Is there space for buses to park? Does the car park have sufficient lighting? Obtain information about the level of security for the car park.
- Is private dining available and is it onsite?
- Is there a separate Business Centre?
- How many breakfast rooms are there and how far away are they from primary conference rooms?
- If there are other groups at the hotel at the same time, who are they?
- What are the recreational activities and condition are they in?
- What is the proximity of the amenities to the conference room?
- What type of security is provided? Is the room secured when not in use?
- What is the policy on varying number of attendees?
- How many meeting rooms are available and what is the distance between them?
- What time is the function room available from? Can you access it out of these times
- Do the meeting rooms have any obstacles that may obstruct attendee’s views?
- Are the meeting rooms soundproof?
- Are there individual lighting controls? Is there good natural light?
- Are there individual climate controls for the room? E.g. air conditioning for summer and heating for winter.
- Will the chairs in the conference room be comfortable for delegates over long periods and are they ergonomic?
- Does the conference room have internet access? How many outlets are available?
step 3
accommodation:
- What facilities are in the guest rooms? E.g. ironing board, hair dryer, robe, slippers, television, mini bar, tea and coffee making facilities
- Does the room have internet access? What sort of connection?
- Are there individual climate controls for the accommodation rooms? E.g. air conditioning and heating.
step 4
food & beverage:
- Establish your own beverage policy?
- Ensure the venue is aware of who the individual is that can authorise an extension of the beverage budget.
- Where will the food and beverage be served?
- Does the venue have the ability to meet the necessary dietary requirements? Inform the venue of the dietary requirements.
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