If you’ve been tasked with organising an off-site meeting or conference, don’t panic. Alexandra Spiller, Meeting & Events Co-ordinator at Hallmark Hotel Hull shares with us the benefits of her experience with her top tips to wow your delegates without having any sleepless nights…
“For a meeting or event which ticks all the boxes, you should be looking for a balance of factors which delight your delegates and which make your life that little bit easier.
Location, location, location
“Where are your meeting delegates coming from and how are they likely to want to travel? A venue which offers flexibility to choose how to travel is most likely to meet with a positive response. Managing meeting at a venue with free car parking which is not only close to the rail network and an international airport, but even has its own helipad, I frequently see the relief on delegates’ faces as they arrive for a meeting, having been able to make their way to the event using their personally preferred mode of transport. I also see the wonder on their faces when they take in the first sight of our stunning view and the 17 acres of grounds. It's unsual for them to see such a perfect team building venue.
Your flexible friend
“How many will attend the meeting? Are you sure? What time will they want to break for lunch? Is that certain? Anyone who has tried to organise groups of people will tell you that getting a firm commitment can be more difficult than herding cats… so at the start of your venue search look for somewhere which can handle shifting specifications and priorities and an unflappable team who’ll manage your event. While I’ve not yet seen an event size move from our smallest (2 people) to the boundaries of our largest (200 people), it’s rare that the starting spec is exactly what you end up needing… and an experienced venue team shouldn’t even break a sweat at this.
Keep it together
“For your own peace of mind, the more elements of the meeting experience you can arrange from the same venue supplier, the fewer headaches you’ll be risking. So think at the start of your planning process of everything you might need. From my own experience, many of our meetings at Hallmark Hotel make use not only of our meeting rooms, they need a balanced lunch to cater for all dietary requirements, bedrooms for delegates who have a long journey or for multi-day meetings, access to break-out or lounge space for meeting downtime, use of our spacious grounds whether for organised team-building activity or just to give meeting attendees chance to get some fresh air and take in the view. Trust me; when you’re an event planner pulling together all these elements you’ll want a single point of contact to co-ordinate this on your behalf”
Want to plan your next meeting with the team renowned for their “quiet, professional efficiency”? Speak to Hallmark Hotel Hull, The Venue with The View on 0330 028 3414 or firstname.lastname@example.org