So youhave been put in charge to set up a meeting. Whether its your first or you tenth meeting these tips below will help you plan your meeting with success.

• Budget- See how much you have to work with for this meeting. Allocating the proper funds to the proper areas such as supplies, food and beverage, rental fees and so on, will make your meeting go much smoother.
• Schedule- Make sure you schedule your meeting for a date that everyone can make.
• Location- Take your time and scout out your location for your meetings. Such as here at the Best Western Sovereign we have over 8,000 sq ft of flexible meeting space. This space gives them the capability to hold meetings up to 300 attendees. This Albany Hotel also offers onsite catering which is also a plus if you have a lot of work and little time to cover it.
• Overnight Accommodations- If your meeting is going to be more than one day or is far away from where your attendees live you might want to think about looking into and overnight group room block. Hotels such as the Best Western Sovereign will offer a discounted room rate for groups staying at there hotel.
• Food and Beverage- One way to keep those heads up and not falling asleep on you is providing food and beverage. Many hotels offer a baked goods and coffee package. The Best Western Sovereign Hotel in Albany offers an extensive catering menu with several different packages and ideas for food and beverage.
• Talk to the sales department- It’s always a good idea to contact the sales department with your meeting request. Some planners will even send out an RFP to several different hotels so they can get quotes from different properties. Working with a sales department means you have a one on one contact that will help you through you entire meeting and chances are they have done plenty of meetings to make yours go smoothly while staying within you’re budget.

If your having any problems planning your meetings contact us here at the Best Western Sovereign Hotel were our entire staff is more than happy to help.