We are in the midst of planning an event in Charlotte NC and a few weeks ago we paid a visit there to research venues for a non-profit client’s annual meeting. Each year the conference is held in a different city. To keep costs down, we meet with as many venues and vendors as possible in just two days. This trip included seven hotels, three restaurants and a transportation company.
It’s always important to us to schedule site visit time wisely, particularly when travel funds are limited. We like to organize meetings 1½ hours apart leaving just enough time to get from site to site and walk around each property to see what amenities and/or reception venues exist nearby. Typically, this client likes at least one evening to include an off-site activity so we research venues in advance and then speak with as many local people as possible to find the best options that are close enough to forego the added cost of transportation.
Of course, having a clear picture of the details for the event in Charlotte NC, including potential dates, timing, activities, and space requirements, is most important. The client really prefers natural sunlight in the meeting rooms and that takes precedence over the splashiest of surroundings. In Charlotte NC, we found it somewhat difficult to find space that met this requirement but one hotel was able to offer a room next to a private hallway that has an entire wall of windows. Open the meeting doors, and voilà – natural sunlight in the room.
Speaking of (in?) French…we finally have some photos back from the meeting in New Orleans! Stay tuned next week for those.