How to Make Good Physical Arrangements

It doesn’t take a wizard to make good physical arrangements. “Horse sense” is ample. Take location of the meeting room, for example. You may have a suitable room at your office, store, or plant. If so, use it. “Our sales meetings are always conducted on the premises,” declared a Pittsburg industrialist. “The various things we need for the meeting are readily available here. Then, too, our salesmen must come to the plant anyway to confer with members of the staff, make reports and pick up supplies. We didn’t have a large meeting room, so we built one. It has proved to be an excellent investment.”

In some instances the audience will arrive from distant points and an overnight stay is necessary. Put all of them up at the same hotel, then conduct your meeting there. If a trip to your plant is desired, busses can be chartered. “We favor hotel meetings,” said an Omaha sales manager. “Nearly all of our men are called in from out of town. Since they’re staying at a hotel, it’s easier for us to hold our meetings there and avoid confusion.”

Only you can decide the best locale for your meeting. Select a place that is convenient for all the people attending, and one that is practical and within budget limitations.

How to locate desirable meeting rooms?

The best public meeting rooms are booked a year or more in advance, especially in the case of large auditoriums and ballrooms. Do some long range planning.

“I represent a group of fashion exhibitors/’ said a New York man. “We do shows all over the country. The competition for the best ballrooms is so great that I’ve booked five years ahead in several cities. It’s the only way I can be sure of getting the hotel I want.”

You may need help in finding a desirable downtown meeting place. Contact the Chamber of Commerce, their staff will know of many suitable rooms. A United States Chamber of Commerce official reports, “Most Chambers keep a roster of available meeting rooms. In addition to the location of each room, the local Chamber can tell you the capacity, the cost and the name of the person to contact. You can obtain this information whether your company belongs to the local Chamber or not.”

Gratis rooms can be booked in some cities. In addition to the Chamber, check the public library, Y.M.C.A., Y.W.C.A., public utility auditoriums, and public school facilities, where a clean-up fee is often the only change. Another means of getting a free meeting room is to schedule a meal. Most hotels charge only for food-breakfast, lunch or dinner. Nothing is actually free. In paying for the food, you also pay for the room. This hidden cost is usually quite reasonable, however. It’s most economical when food activities include a meal other than dinner. The trend is to charge heavily for dinner. “They’ll really soak you for an evening meal,” said a vending-machine operator. “Ask whether a less expensive meal is available. Usually they push the higher priced meal, but most hotels will serve a substantial lunch for a buck or two less.”

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