A meeting for 50 or 500; a small trade show booth space of 10 x 10 or a large island of 30 x 30 – no matter the size, the planning is critical and the planning tasks are the same.

Meeting Woo is available to assist clients with any or all phases of event planning. We will help you in the initial stages guiding you through budgeting, setting event goals, identifying target markets or preferred attendee lists and developing timelines. If your event is a trade show, we can help in creating specific measurable goals that are attainable, identifying themes and creating marketing plans.

Meetings need to be more than just a gathering of stakeholders. Meeting Woo will help clients to identify possible sites based on budget as well as locations that will capture the interests of your participants. We can help you with registration systems, developing specifications for RFP’s (request for proposal) and handle all related tasks from site inspections to planning special events during your meeting.

At the conclusion of your trade show or meeting, we are available to assist with review of hotel charges, developing a database of attendees and creating post event surveys to measure effectiveness.

There are more hotels, convention centers, resorts, and conference centers than you can imagine…it’s still a concrete jungle!!!

Selecting the venue for a meeting of any size is more than just identifying a city where you would like to meet. There are a number of items that should be included in your decision making; to name a few:

1. Purpose of the meeting in a clear written statement demonstrating how the event ties to corporate goals or group priorities
2. Knowing who the stakeholders are – who do you want to attend
3. Ensuring adequate resources are available, financial as well as people
4. Identifying how success will be measured.

There are many more items to consider including transportation, seasonal economics, local offerings and needs of the attendees. Meetings need to entertain as well as educate. In today’s rapidly changing world, meetings that offer a break from the norm are bringing greater success and response from attendees. Selecting the right location for an event with an eye to “something new” may increase the return on your investment of time and funds and raise the bar on achieving goals.

Through the Planning Process Guideline, Meeting Woo will work with clients to design an event. Our experience and relationships in the hospitality industry will be applied to research locations (city as well as venue) and develop a strengths and weaknesses survey. A complete assessment of the details will provide clients a list of recommended locations best suited to meet objectives.

Let us do the hard part…Working with a hotel or conference center can be frustrating.

Meeting Woo has established numerous contacts in the hospitality industry that can benefit your event. We can solicit for an RFP (request for proposal), organize and evaluate responses and present for your consideration. After making a decision, implementing the Planning Process Guide, Meeting Woo will work with the venue to negotiate a final contract that serves your interests.

The Best Booth…It’s Not As Easy As You Think!

The success of your tradeshow depends on the number of quality contacts you can attract and engage. The location of your booth space may have a significant impact on the traffic and sales activity in your exhibit.

Prime real estate on the show floor is always in demand – main aisle, near the entrance, end of row and corner spaces that attract visitors from intersecting aisles. In many cases these preferred locations are allocated based on a point system with large exhibitors or those with long standing history receiving priority assignment. Although you may have limited experience at an event, good spaces are available and your investment will recognize a positive return.

Important points to consider when selecting a booth space:

• Locations that are 2-5 spaces up main aisles are often well suited to less flamboyant exhibits and deliver excellent traffic.
• Aisles to the RIGHT of the main entrance door provide high visibility ( research shows that most visitors turn to the right when entering the show hall at a main entrance).
• Consider high traffic areas with direct access to workshops or seminars, these locations offer high traffic, especially if workshops play a significant role in the decision of attendees to attend the tradeshow.
• Know where your competition is located – your exhibit may be lost if your neighbor is a direct competitor or substantially larger with lots of activity.
• Know the location of columns and any obstructions that limit visibility of your space.
• Locating near restrooms, lounges or food courts does not mean you will attract visitors!  Visitors to these areas are focused on other activities; the foot traffic may be high but visiting your exhibit may not be on their agenda.  Other high traffic areas such as exits have similar drawbacks.

Remember, exhibiting is only part of the plan.  Drawing attendees to your booth space may be significantly impacted by pre-show promotion, at show advertising and the relationships built throughout the year with clients and prospects.

Meeting Woo will assist you in selecting a good location on the show floor and work with you upon request to develop and implement a show plan.