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Selecting A Location

Depending on the size of your meeting, you may need to hold the meeting at a small, medium, or large venue. Also, if you are planning a meeting that will require sleeping accommodations, you will need to choose the hotel where your participants will be staying.

If you are holding a larger meeting or one that will require sleeping accommodations, consider sending out a request for proposals. Your request should delineate your needs and should include the following information:

  • Number of participants
  • Size and space needs
  • Food and beverage requirements (i.e., Will there be a continental breakfast? Plated lunch? Beverage and snack breaks?)
  • Audiovisual needs
  • Number of sleeping rooms needed, if any

You should also consider attaching a questionnaire to the proposal that will help you pre-screen possible facilities.

Types of Venues

Small Venues

This section provides a list of factors to consider when selecting a small venue.  A small venue would include a meeting room in your building or at one of your community service providers' buildings.

Outdoor Venues

This section provides a list of factors to consider when selecting an outdoor venue.  This would include parks, fields, or outdoor strutures.

Conference Centers

This section provides a list of factors to consider when selecting a conference center.

Hotels

This section provides a list of factors to consider when selecting a hotel.