The association's annual meeting just concluded with an effective closing session. The meeting attendees are leaving with a positive feeling about their experience, thanking volunteers and staff for an informative event.

 

Yet, a successful event does not end there. At Association Resources (AR) we find that the wrap-up can be one of the most important sources of communication with the facility. Further, it can provide valuable information as we plan the next event.

 

Get the Facts

A meeting with key members of the hotel staff is valuable to both the hotel and the meeting organizers. What went well? Why did this event run smoothly? What made the difference for your attendees? Which staff members made special contributions to the meeting? What foods were most popular?

 

We also try to determine what could be improved. What information could have been provided in advance that would have assisted the hotel staff, or the organization? What changes could be made to the program to reduce costs? Were special speaker needs overlooked? Was communication between staff adequate?

 

These meetings help both the meeting planners and the hotel staff to deal constructively with problems and help to prevent their reoccurrence. A post-convention meeting assists us in making improvements for future meetings. We may learn that a change in schedule could reduce or eliminate the need for room set-up changes.

 

This, in turn, may lower rental fees and audiovisual equipment costs. We might obtain a suggestion that could improve registration desk traffic flow. Overall, we become more proactive and are better prepared for the next meeting.

 

Request a Report

Well before any meeting begins, we request a final report. The report provides a wealth of information that will be extremely helpful as we negotiate business for future events. How many total sleeping rooms were used? Were there many cancelled reservations? How many people were fed at each luncheon? What other services did the meeting attendees use while at this property?

 

And the bottom line - what was the total dollar value of our business?

 

Tip Exceptional Staff

It is appropriate to reward good service whenever possible. Most facilities have a gratuity fee built in to their banquet charges. We determine who is benefiting from these charges and the facility's procedure on gratuities. For example, the banquet servers and banquet captain may be included in the gratuity but not the door monitor or coffee service captain whose performances were outstanding.

 

A gratuity for an individual or group of individuals who were instrumental in the success of the meeting is appreciated and appropriate.

 

Follow-up in Writing

After large annual meetings, we send a follow-up letter to the general manager of the hotel or facility where the meeting was held. It is important to mention by name the exceptional staff members. We indicate the aspects of the meeting that went well and what exceeded our expectations. We discuss the food, the meeting space, facility layout, parking, advance arrangements, and any other items that were important to the association and our attendees.

 

We also include suggestions for improvement and solicit suggestions from the hotel staff about the meeting.

 

Valuable Lessons Result in Better Meetings

AR staff and volunteers always need to maintain good communication with the meeting facility staff before and during a meeting. However, it is the exchange of information that takes place after the meeting that frequently provides the most valuable lessons and the best means for improving your next event.

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