MEETINGS IN UNIQUE VENUES Planners’ Expectations
Background • • • •
You have unique venues Different from standard convention halls This can be an asset for meeting planners And have creative appeal for attendees
Background • Venues with historical and cultural appeal • Venues that surprise and entrance • Venues that make people feel special
Lviv Opera House
Religion History Museum
Arena Lviv
Lviv Philharmonic
Potocki Palace
Lviv House of Scientists
History Museum
Standard Convention Hall
Agenda • Why should you host meetings • What are planners expectations • How will you meet these needs
WHY HOST MEETINGS
Why Host Meetings • Revenue – Fees – Increased frequency of visits – Brings more money to the city
Why Host Meetings • Word of Mouth Praise – The most powerful tool – People prefer personal recommendations – The “buzz” factor could begin
Why Host Meetings • Expanded Reputation – People seek you out – Interest grows
Why Host Meetings • Increased Business – More meetings – Increased attendance at venues – More interest in and attention toward university and science centers
Why Host Meetings • Good For You Personally – Credit for initiative – Expanded role at work
Why Host Meetings
WHAT DO PLANNERS EXPECT
Expectations • High standards for service and hospitality – Attitudes – Willingness – Cheerfulness – Anticipation of needs
• Means showing respect, like clients really matter
Expectations • Technology assistance – A/V support – Projectors and screens – Electrical outlets
Expectations • Catering – Lunch – Coffee breaks – Water, candies
Expectations • Venue requirements – Stage/Lectern – Tables for computers and presenters – Seating style – Extra rooms, pencils, notebooks – Heating/air conditioning
Expectations • Venue (cont’) – Lighting sources – Accoustics/microphones – Cleanliness, décor – Fire exits
Expectations • Assistance in finding experts – Technology – Photographers – Transportation – Local accommodations
Expectations • Assistance with Social Activities – Theatre, philharmonic, opera tickets – Museums – Architecture/history – Excursions – Restaurants
SATISFY EXPECTATIONS
Meet Expectations • • • • •
Know what you can do and what you cannot Strong communication in advance Over prepare – planning is the key Try to dedicate a person to cover meeting Do not under-budget fees
Meet Expectations • De-brief after meeting • Follow up with client • If you do all this, you will: – Build relationships for future – Reap the benefits
Meet Expectations COMMUNICATE
DEBRIEF AND
PREPARE
FOLLOW UP
OUTSTANDING
BUDGET
SERVICE
CAREFULLY