Advice for Non Planners and First Timers

For those just starting out in the meetings industry, or for those who don’t typically manage the planning process, here’s a list of helpful communication tips for first timers:

  • Inform the venue’s designated sales manager about your inexperience with event planning.
  • Communicate the reason for the meeting you are planning and express your objectives clearly.
  • Calculate the size of the meeting and how many attendees are expected.
  • Create a budget for the event and share this information with your sales manager.
  • Indicate whether your group will need guest rooms for the attendees or specify that it is a local meeting.
  • Create a list of needs for the event (ie: food and beverage requirements, accommodation requests and A/V and Internet needs).
  • Identify your intended meeting date(s) and the group decision maker.

Submitted By:

Melissa Belluomini
Director of Sales and Marketing
Hyatt Regency Santa Clara
5101 Great America Parkway, Santa Clara, CA 95054

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