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Getting Ready
Pre-Planning Considerations
Depending on the size and length of your meeting, the planning process should start anywhere between one month (for smaller, shorter meetings) to one year (for large, multi-day meetings) prior to the meeting. Early on in the planning process, you will want to determine the agenda as this will inform your space requirements and set-up. You will also want to have some idea about who your intended participants are. As you begin the planning process, ask yourself the following questions:
- What size will your meeting be?
- Will you need overnight accommodations for your participants?
- Will your participants be driving in? Using public transportation? Flying? If they are flying in, you will want to ensure they are flying into an accessible airport. You will also want to compile a list of accessible public transportation options available from the airport to your venue.
- Will you be providing meals or refreshments? If you are providing meals, you will want to ensure that you collect dietary restriction information from your participants. If you are not providing meals but your meeting lasts for more than two hours, you will want to ensure that there are some meal options near your venue.
- What is the format of your meeting? Will all of your sessions take place in one room or will you need breakout rooms? If you will be using breakout rooms, you should try to get all meeting space on one floor.
