Planning a Successful Quarterly Business Meeting

Posted on: January 28, 2020

As a foremost event destination, the Hampshire House specializes in making every gathering, whether for a private celebration or corporate meeting, a seamlessly run and pleasurable occasion. Although the process of off-site business meeting planning — especially finding a suitable venue — can feel overwhelming, it becomes simpler if you keep in mind what we call the Three A’s of meeting preparation:

1. Affordability: The first consideration when searching for an off-site business meeting venue is your company’s budget for the event. Adhering to a budget will assist in narrowing down venue options and allow you to realistically explore what is available. Look for locations that will provide the best value for your firm’s money. Ask plenty of questions — things like audiovisual fees, taxes and surcharges, and food or drink minimums will affect your bottom line.

Event sites that offer all-inclusive pricing will make the comparison of meeting venues much easier, but you should always find out what all-inclusive actually includes beforehand.

2. Accommodations: Within this broadest category of event planning, you should consider the following key issues of guest servicing:

• Accessibility — Is the venue conveniently centrally located for most attendees? For local company gatherings, a meeting place close to the office demonstrates a business’s consideration of its employees. Is sufficient parking available? Are suitable overnight accommodations available nearby for out-of-town guests?
• Space — Can the venue accommodate the number of employees attending? Aside from a large banquet or conference room, are there smaller rooms for break-out discussion groups? Is the space itself suitable for the type of meeting or activity that will be taking place? Remember to not overlook the importance of proper acoustics in keeping attendees attentive and receptive.
• Special Amenities — Does the business meeting venue have the capability to meet any special needs your company may require for its meeting, such as audiovisual equipment, WiFi, notepads/pens, microphones and screens, or projectors?
• Food & Beverages — What are the site’s options for providing food and drink? If your meeting will include a meal, does the venue offer a sufficient variety of high-quality dining choices? Is water, coffee, and/or snacks provided? Can the location accommodate special dietary restrictions? Does the venue provide alcohol?
• Staffing — Will there be sufficient, well-trained staff on-hand to promptly assist guests? Do members of the staff dress neatly and appropriately, and address all guests with friendliness and deference? Can the staff facilitate guest registration check-in, and seating? Ideally, a site’s staff should anticipate any and all needs of the parties being hosted.

3. Ambience: The overall atmosphere of a venue should never be underestimated. Ambiance extends beyond the meeting rooms, and includes the maintenance and appearance of the site’s grounds, the safety and attractiveness of the surrounding area or neighborhood, and the aesthetic of the interior décor. Truly premier meeting venues like the Hampshire House have earned their outstanding reputations based on longevity, tradition of quality event hosting, and unique cultural or historical associations.

As the success of any off-site business meeting is largely dependent on attendees feeling comfortable, relaxed, and well-accommodated, choosing the right business meeting venue is critical. At the Hampshire House, we understand the importance of a smoothly run business meeting, and we consider it our privilege to provide a superior and unforgettable experience to every single one of our corporate patrons.