Face-to-Face Meeting Prep Tips

Book Flexible

Since regulations are evolving, book experiences and venues that can adapt:

  • Capacity – Plan for your maximum number of possible attendees using the strictest feasible distancing requirements to ensure you have space to expand.
  • Room Set-Up – Look for experiences and venues that have a flexible set-up that can change as regulations change. For example, are seats immovable or require a labor cost to reconfigure?
  • Room Additions – Factor in additions like audio-visual equipment and specialty food displays that may decrease the listed space availability and capacity.

Plan Ahead

Pent-up demand for in-person events meets lower availability:

  • Book Early – As suppliers scale back up to full capacity, higher demand reduces availability even further. Book your event as early as possible (at least 4 weeks).
  • Don’t Delay – Suppliers are less likely to honor a hold on a venue because of the increased demand. Once you feel comfortable with your selection, book it to lock down your date. Have an approved back-up experience or date if possible.

Communicate Requests

Our suppliers are excited to welcome you back in person, and that means additional needs you may not know to request or be used to requesting in advance. Communication is key to set everyone up for in-person event success:

  • Company Requirements – Our suppliers are all abreast of the rapidly changing requirements of their respective state and local governments, but your company may have additional requirements. Familiarize yourself with your specific company’s policies to ensure you know what venues to select and what to request.
  • Safety Procedures – In many cases, your specific safety needs may differ from the venue’s local or state requirement. It’s important to ask about and communicate items like mask requirements, distancing or special set-ups, food service style and PPE stations, even if you think it may already be included.
  • Communicate Changes – Our suppliers will try their hardest to accommodate changes but they can’t be guaranteed. Notify them early and often about any needs as they arise and change to ensure the greatest chance for them to be honored.


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