What factors should be considered in booking the venue of the annual meeting?

The second half of 20 12 has arrived, and the annual meeting summit has quietly arrived. Are you still worried about how to choose the venue for the annual meeting? Choosing the big one is too extravagant, the boss is unhappy, choosing the small one is too stingy, and the employees are dissatisfied; Luxury is afraid of big expenses, cheap is afraid of poor service ... how can we cover everything? In fact, there are certain rules to follow in choosing the venue of the annual meeting. The main factors to consider when choosing the venue of the annual meeting According to the relevant research abroad, the main factors that conference planning personnel consider when choosing the venue include: (1) the number, size and quality of meeting rooms. (2) negotiable food, drinks and house prices. (3) Quality of catering services. (4) The number, size and quality of bedrooms. (5) Services and equipment supported by the conference. (6) the efficiency of the checkout procedure. In addition, the choice of location will also consider the local security situation and the road from the venue to the airport. According to the survey, people in conference planning tend to arrange meetings in hotels in cities, suburban hotels, scenic spots, airport hotel and conference centers. Choosing hotels in the city can give participants more opportunities to visit museums, theaters and shopping; Suburban hotels and scenic spots provide participants with a quiet, leisure and peaceful paradise; Airport hotel is suitable for those fast-paced and urgent meeting types; Large-scale conferences are more suitable to be held in conference centers in central cities, because general conference centers do not provide rooms, so participants must be arranged to stay in nearby hotels. The meeting place should be "different from meeting to meeting". China's conference planners chose scenic places as the conference sites, such as Sanya in Hainan, Kunming in Yunnan, Qingdao in Shandong, Jiuzhaigou in Sichuan and Huangshan in Anhui. A large part of the conference will also be arranged in the metropolis. So what are the considerations for domestic conference planning personnel to choose the venue of the conference? 1. Considering the type of meeting, generally speaking, large-scale meetings will be held in metropolis, mainly for the convenience of arranging accommodation; The best environment for holding training activities is a professional training center or a training point in a tourist resort, where specialized service personnel and facilities can usually be provided; R&D meetings need an environment conducive to meditation and inspiration, so they need a quiet place, and generally choose suburban hotels; For the annual meeting of corporate dealers or other annual meetings, the venue will generally choose some scenic spots according to the tastes of members; Some major awards and commendation meetings will also be held in high-profile venues (such as the Great Hall of the People) to show their extraordinary significance. 2. Considering the popularity of the venue, if we carefully observe and analyze it, we can find that the venue with high frequency of meetings in China is often a well-known tourist destination or city, which is related to the individual behavior of domestic participants. The expenses of domestic participants are generally paid by the unit where they work, and they can get free travel opportunities when they attend the conference, so they tend to choose more famous tourist destinations or cities. Many annual meetings are held in different places every year to meet the travel needs of members. Considering the budget, conferences can usually be divided into two categories: for-profit conferences and non-profit conferences. For-profit conference means that by holding a conference, the organizer directly obtains a certain profit from the conference; Non-profit meetings, such as government meetings, professional academic meetings, dealer meetings, etc. , not for the purpose of satisfying profits. For the non-profit conference, the conference planner will decompose the project budget on the basis of the overall budget of the conference organizer, determine the content of the conference project, and then decide the venue equivalent to the budget. For-profit conference planners should fully consider the acceptable cost budget of potential participants and choose the appropriate conference venue accordingly.