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Working With Conference Centers

Dedicated conference centers are designed to provide high-quality meeting space, far removed from the daily distractions of the office environment. You should expect to find clean, climate-controlled, user-friendly rooms supplied with up-to-date presentation equipment, comfortable seating, and easily accessible, knowledgeable staff to assist in technical support issues and other details of on-premise meeting planning and execution. Following are guidelines on what to expect, questions to ask, and how to work with these facilities and staff.

 

What Dedicated Conference Centers Offer

Corporate conference centers offer a wide range of services, technical equipment and facilities especially appealing to the meeting planner in search of a distraction-free, comfortable site—one where the meeting is the focus.

The centers provide quality space and the kind of atmosphere conducive to low-stress, high-productivity meetings and the service to go with it. Conference-center staff are employed to pay attention to the details required in staging most corporate meetings—from making sure the A/V equipment is in good working order, to coordinating every aspect of your agenda. Since service is an important component of your meeting, one of the first things you should inquire about is the level of service you can expect to receive. Who’s going to be tending to your needs, and how much help will they actually provide? Will the person you work with be there during your meeting? If not, have you met the person who will be there and is that person familiar with your program and needs? Also ask about the availability of necessary technical equipment, teleconferencing capabilities, etc.—whatever you need to help you run your meeting smoothly. 

 

Pricing Considerations

Most conference centers offer a range of package deals, which vary in price according to the length of the meeting or conference and the equipment, services, facilities and special amenities you choose. The time of year or day of the week may also figure into the pricing structure. If your company is going to use the facility on a regular basis, additional corporate discounts may apply.

The more amenities and services the center offers, the greater the range in pricing. Some conference centers are expanding their properties to attract clientele and offer gym or spa services, pools, golf access, etc. in addition to their basic meeting facilities. Often use of these extras adds to the cost, but some may be included in your package. Make sure you find out the specifics, including time limits on use and exactly what will incur extra charges.

Conference Centers may or may not have actual sleeping rooms for overnight guests, or they may work in conjunction with a nearby hotel to provide them.

A typical full-conference package might include sleeping accommodations, three meals a day (with extensive individual selections), continuous coffee-break service, the main meeting room, break-out area, most conference supplies, standard audio/visual equipment, full use of health and fitness facilities, and food-service with gratuities.

For one-day meetings, many still offer a package price based on the same concept, minus the sleeping accommodations. Or, clients may have other options to negotiate use of the space with reduced services (no meal service for instance) for a lesser period of time, say, three hours. Be sure you consider any add-ons, gratuities, service charges and taxes in your final tally.

 

Inspecting the Site: Meeting Rooms

Since the meeting is the focus at a dedicated conference center, the actual meeting room is going to be a major focus of your site inspection. (Of course, you will want to investigate other facilities your attendees will be using as well, especially if guests will be staying for more than a few hours.) Generally, check to make sure those ergonomically functional, user-friendly features all major conference centers emphasize in their list of what’s important in a meeting room are actually in place and function well. Is the room pleasant and appealing? Is the air-quality and ventilation adequate? Is the room pleasantly climate controlled?

Are the chairs comfortable—five to six hours worth of comfortable? Is the on-going coffee break available and easily accessible for guests? Is the A/V equipment and other presentation paraphernalia you require available in-house? Does it work?

 

Choosing the Right Room and Equipment

Even if you stick to a basic slide or PowerPoint presentation there are factors you need to know ahead of time in order to select the right room and equipment. Staff should be able to help you with this, but here are some basic considerations:

• Is the ceiling high enough to allow the size image you need—one that can be seen from any spot in the audience?

• Are there any sight-line obstructions?

• How is the furniture arranged? Can the room be set a different way if you wish?

• How much light is there from windows and ambient light? Are black-out curtains available if need be?

• What kind of sound amplification do you need? Your choice of microphone will depend on the room's size and shape, whether or not there are plush furnishings and heavy draperies or bare windows, the number of people in the room, and whether you will be recording the meeting. When using wireless microphones, be sure to check for possible dead space. Always check for feedback problems ahead of time.

 

Ancillary Facilities

When the meetings are over (or between sessions) and your attendees want to relax, fit in some exercise, or concentrate on a more active form of team-building, it helps to have a choice of recreational facilities—health spas, golf courses, swimming pools, tennis courts, nearby hiking or biking opportunities, antique shops, historic houses, etc. Again, much depends on the length of your meeting or conference. If the program is limited to a day, access to the outdoors for some walking exercise, stretching, and fresh air or perhaps access to the gym facilities might be all your guests require. Some centers offer brief yoga sessions or other wake-up breaks for guests too.

Some facilities offer the opportunity to combine exercise programs with active team building, designing individual programs to meet a company’s specific needs for better employee-employer relationships.

 

Food Service

Here, too, look for venues that offer a wide variety of choice, with greater-than-ever flexibility as to when and where meals are served, especially if your meeting lasts longer than half a day. Meal programs are leaning toward lighter, healthier food selections with special emphasis on quality and taste. Consider the current food and beverage trends: lower-carb, lower-fat, sushi, fresh fruits and vegetables and offer plenty of options. Buffet tables seem to be the most prevalent serving mode for breakfasts and lunches, mainly to save time because of meeting schedules, with a full sit-down meal for dinner, if that’s part of the program.

Don’t forget to inquire about what is served during the actual meeting and break-out sessions too. Coffee, tea, soft drinks, juices, other refreshments: when will they be available and for how long, what are the costs, etc.

 

Meeting Planner's Cost-Control Checklist

You’ll need to specifically address the following when negotiating with a conference center:

• Exactly what's included in the conference pricing package and what is extra?  (Use of recreational facilities, special A/V equipment, coffee service, meal periods or beverages and other refreshments, etc.)

• For one-day meetings what are the minimum rental policies and charges?

• Are there discounts for using the facility long-term for multiple meetings?

• Do prices vary with the season or day of the week? Sometimes—but not always—it's cheaper to use the facility during the summer or on a weekend.

• Consider location and accessibility. Out-of-town sites require extra transportation costs and travel time, although they may offer distinct advantages in other respects.

• Are the food choices acceptable to your guests, or will they be tempted to purchase their meals elsewhere?

• Negotiate an all-inclusive fee of gratuities and tax, and note hidden costs and agree upfront.

• Be specific in negotiating day/date versus “60 days from…” and percent of total versus an estimated amount regarding deposits and payments.

• Write things down and send letters of confirmation to the venue after telephone conversations. Get replies in writing.