Tips for Sourcing a Meeting

There is no such thing as over communication. This is especially true when sourcing a meeting. So, here are some useful tips that should help in receiving better quality information from the venues you source.

History – provide room block and actual pickup from the last two years or two meetings. If you don’t have that information, ask your previous host venues for a recap. Since your contracted numbers are what the venue is using for financial projections, having support documentation creates credibility and cooperation.

Specific times and attendance for meeting rooms – Adding the times for each meeting is very helpful when a venue is checking space. If all of your rooms are not the conventional 8 a.m. to 5 p.m., make note of your specific needs.

Budget (Rooms and F&B) – If you are working within a specific budget, let the venue know. They may be able to find creative options to work within constraints.

Requested concessions – Outline what is most important for the group. Several entities identify an expansive wish list, just to see what sticks.

Decision process/time table – Let the venue know how your decision process works and how many people are involved in the process.  That way you will receive customized information that caters to your audience.

Appropriate format/response forms or proposal – How do you want to see and receive the information?

Pattern and date flexibility – Changing your date, even by one day, may create significant savings.

Information on the organization – Who are you?  What is the purpose of the meeting? Who are the attendees? These details are helpful in crafting your individual proposal.

Competing Cities – Is this search in one city or is it a wide search?

Last but not least, what do you want the site to do for you? When should the venue follow up or expect an direction for next steps?

Submitted by:
Judy Cronkhite
Director of Sales and Marketing
Hyatt Regency San Francisco

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