Planning Tips
Insider Tips That Help Guarantee Success

Until you’ve planned a meeting or event, you have no idea how much work goes into making it a success, and making everyone satisfied. But now that you’re here, you do! To help you out, the Waukesha Pewaukee Sales Team offers these insider tips (feel free to share ’em if you’d like!). Check back often as shared tips change frequently.

Choosing the Right Site

  • Ask the local CVB to check hotels availability and rates, set-up site visits, and secure room blocks

  • Use smaller, suburban cities that can offer your more for your money

Smart Budgeting

  • Give conservative room blocks, booking too many rooms can become an unnecessary cost

  • Know the value of your business, keep a detailed history of all past events

Contract Dos and Don’ts

  • Develop long-term relationships with host hotels and facilities to negotiate volume discounts

  • Prepare a detailed request for proposal to communicate the value of your meeting

Food & Beverage (F&B) Tips

  • Use past history to place conservative estimates of F&B guarantees

  • Ask what other groups in the hotel are serving, you may be able to serve the same menu that can turn into economies of scale cost savings to you

Room Set-up Savings

  • If you’re hosting a multiple day meeting keep the room set-up identical throughout

  • Don’t arbitrarily put A/V in every room, ask moderators/speakers what needs they may require

General Tips

  • Be kind to bellpersons, servers and front desk staffers as they can provide attendees with good experiences during their time at the meeting or convention

  • Ask that VIP/staff get reserved parking spaces closest to the main entrance