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Monday, September 10, 2012

Site Selection Report



How SASFAA Chooses a Meeting Venue

Conference attendees are always asking – how do you choose a conference location? Many considerations are taken into account. A few are listed below.

Suitability
 Does the venue fit the associations image?
 Does it give the correct impression?
 Will it appeal to the association members?

Location
 Is the venue easily accessible to those attending?
 Does the location have close proximity to restaurants for dining on out on your own?
 Is the meeting location a safe area.

Availability
 Is the venue available on the dates required?
 Are any extras amenities being offered to secure the contract?

Size
 Is the seating capacity suitable?
 Are the meeting rooms large enough to provide a comfortable experience for those attending?
 Are the meeting rooms well laid out?
 Does the venue allow attendees to move around without bottlenecks and delays?

Facilities
 Can the venue meet the AV requirements?
 Does the venue offer a business center?
 Can specific dietary requirements for members be met?
 Does the venue have enough parking spaces?
 Are the rooms well ventilated and temperature controlled?
 Will disabled members needs be met?

Cost
 Does the venue fall within the budget for this meeting?
 Is the room rate reasonable?
 Are the AV and internet costs reasonable?
 Are the food and beverage costs reasonable?
 Are there hidden costs?
 When is payment required?
 What is the cancellation policy?

A lot of factors are looked at! SASFAA wants to get the most out of the meeting venue.



Submitted by Tracy Misner, Site Selection Committee Chair


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