World Expo – Orlando, FLYou’ve been tasked with putting together the perfect event. Maybe it’s a company wide meeting, a trade show, or a convention. There’s a lot at stake and the decision about where to host your meeting is incredibly important.

Fortunately, you’ve found Plan Ahead Events – an industry leader in site selection services. Our experienced site selectors know the potential pitfalls and can provide solid information about the pros and cons of various location options.

We ensure you get the best value for your group by:

  • saving you time by doing the research and information collection from options that fit your group
  • saving you money through our strong negotiation skills and buying power
  • mitigating risk by ensuring your best interests are detailed within the venue contract – giving you a clear understanding of what your group is responsible to pay.

Best of all, in many cases, these services can be offered at little or no charge to you as part of your event management package.

Site Selection Process

Everyone wants a cost-effective event, of course, but our experience has shown there are three critical elements that help organizers get the best price possible:

Be Specific – Know what your event needs, and in exact terms, not broad generalities.

  • A conference room for the big meeting: How many tables and chairs?
  • How should the room be set up?
  • Do you need a snack table?
  • What are your AV requirements?
  • What will your own team do vs. what do you expect from the venue staff?

There are many questions – know the answers to them, so when you are asking for a quote, you can tell whether the venue meets your needs and your budget.

Be Flexible – Before you lock in a date find out what else is going on in your selected city.

  • During down times, venue managers and hoteliers become eager to book reserved business
  • When the city or venue is bustling and there are few slots left, you’ll end up paying a premium.

Be Informed – One of the most critical pieces of data about any event is how many attendees it can be expected to draw. Your negotiators need solid information about past events as well as accessible and clear-cut data supporting that information.

Ready to choose a site?convention-general-session 1

The experts at Plan Ahead Events will be delighted to help you with the process. Call (800) 379-1092 today to discover how we can help you get the best possible venue for your event and the best possible price for the value you receive.

Download our Site Selection One Sheet.