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V O L . X X I V N O. X V I 108 FA C T BO O K / D O I N G B U S I N E S S I N M A I N E M E E T I N G S / E V E N T S Location: You need to understand what a prospective or existing client likes or what might impress them. Make certain that the meeting space has the right atmo- sphere to train employees, conduct inter- views, hold an annual meeting, or host a company party. For example, maybe your client is a history buff — Maine has plenty of revitalized mills, museums, and farmhouses to choose from. If people are traveling for out of state or town, transportation must be considered. A location near airports, bus stops, subway stations, and hotels may be the way to go. While one location may cost less, attendees' transportation costs might impact attendance. Best to make it an easy as possible for your group, oth- erwise the travel hassles might dampen the meeting day mood. Meeting planner: For larger meetings, a planner is worth the expense. is person will be the liaison between facility, A/V, catering and your company. is level of dedicated attention will ensure seamless execution and allows your employees to participate in the event. Referrals are recommended, as you want to hear testi- monials to make sure the person has the right experience for your meeting. Parking: Are there enough parking spaces for all attendees? Is the location walkable? Depending on the day or time some individuals have devout traditions that sometimes restrict them from using vehicles. Engagement: Meetings are no lon- ger just sitting in seats. Engagement through technology and collaborative activities such as live polling, social media hashtags, event apps, and more have made it easier than ever to con- nect with your attendees — if you're in the right space. Visit the location in person: It goes without saying that it's essential to preview meeting space ahead of time. If it is local, then schedule time for a walkthrough. If that's not feasible, some venues off er a virtual online tour, or you can request a video chat. Bottom line: distance should not pre- vent a site visit of some type. Your meetings and conferences should fully engage your group, from location, smartphone connectivity, movement fl ow, food, presentations, sound and more. L V , p r e s i d e n t a n d f o u n d e r o f B r o a d r e a c h Public Relations in Portland, c a n b e r e a c h e d a t @ . Find the right meeting space M eetings, meetings and more meet- ings. If your calendar looks like mine, you could be attending an event or meeting, morning, noon and night. When looking ahead, there doesn't seem to be any slowdown in the number of meetings being scheduled. No doubt you can remember a meet- ing that was distracting or dull. Or the one that was too cramped for network- ing or eff ective presentation purposes? Don't forget that space that was too cav- ernous and noise levels were deafening! So, how do you avoid the ordinary and the overcrowded? Selecting a venue that refl ects your audience is key to ensuring your meeting is well-attended and produc- tive. It starts with a complete under- standing of the group's goals and how they work. Meeting objective Meetings take countless forms, depend- ing on the goal: training workshops, board meetings, focus groups, confer- ences, expos, etc. Every meeting is unique, and the venue should refl ect its unique qualities, whether it's a keynote, expert panel, or demonstration. If you are going to be doing presentations, you need to consider a whole host of audio/ video or whiteboard equipment. If you are meeting board members or clients, then you will want a meet- ing space that projects your business relationship, whether its professional or casual. Workshops or meetings with catering require another level of plan- ning to meet the dietary restrictions and foodie interests of the groups. The budget Before looking for an outside meet- ing space, start with a detailed budget. All too often, companies plan meet- ings to fi t budgets and make trade- off s between niceties and necessities. For example, wi-fi is not a nicety, it's a necessity. Oversights can lead to unpleasant experiences. To fi gure out how much you're will- ing to spend on your meeting, there are a lot of factors to evaluate, including: H OW TO B Y L I N D A V A R R E L L Congratulations AC Hotel Development Team O P E N I N G I N J U LY Due Diligence Due Diligence Due Diligence Site Planning Site Planning Site Planning Storm Water Engineering Storm Water Engineering Storm Water Engineering Permitting Permitting Environmental Engineering Environmental Engineering Environmental Engineering GIS Applications GIS Applications GIS Applications Turnkey Brownfield Service Turnkey Brownfield Service Turnkey Brownfield Service Remediation Remediation Environmental Modeling Environmental Modeling Environmental Modeling Civil Engineering Civil Engineering Consulting Engineers and Scientists Contact Nick Sabatine at the idea-stage: Contact Nick Sabatine at the idea-stage: Contact Nick Sabatine at the idea-stage: nsabatine@ransomenv.com 207-772-2891 \\ www.RansomEnv.com D E V E L O P M E N T D E V E L O P M E N T \ \ D U E D I L I G E N C E E N V I R O N M E N TA L H E A LT H & S A F E T Y \ \ M U N I C I PA L U T I L I T Y, E N E R G Y & M A N U FA C T U R I N G U T I L I T Y, E N E R G Y & M A N U FA C T U R I N G P O R T L A N D , M A I N E P O R T L A N D , M A I N E

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