Organising a corporate meeting is not a
child’s play. The organisers often face tough times in putting
things together and at the end of the day find themselves struggling
to manage the basics. The failure to organise a good meeting impacts
their personal work profile too. It puts them on the receiving end of
flak from the senior officials.
If you are given
the responsibility of organising a meeting or a conference this time,
you must not fret as we are here to help you. First and foremost, you
must shun the idea of organising the meeting at any business centre
or club and look for the best Business hotels in Pune. Organising
meetings at business hotels has many merits.
Here is how you can organise a
successful meeting at a business hotel in Pune:
The blueprint
Sit down with a pen, notepad and your
laptop and begin chalking out a blueprint. Before anything, you must
understand the kind of meeting you wish to organise.
Jot down your idea of a perfect meeting
and start working on it. Prepare the list of guests who are going to
attend the meeting. Figure out what kind of venue would be suitable
for the meeting. Prepare a rough format of the entire event- special
activities if any.
Create a flowchart format for the ideal
meeting and then work on each step.
Budget
Find out how much are you willing to
spend on specific things? For instance, how much would you want to
spend on refreshment or supper? How much do you want to spend on
accommodation?
As per your budget, plan every section
of the meeting.
Venue
The first thing that you will have to
find out would be the venue for the meeting. Here, many people prefer
organising meetings at clubs and business centres. This is a good
idea if all the attendees are from Pune. But problems crop up when
guests arrive from other cities too. In this case, the organisers
have to look for a separate venue to lodge their guests and then
arrange for a vehicle to transport them from the airport or railway
station to the hotel and then from the hotel to the venue of the
meeting and back to the hotel.
This creates a lot of chaos and adds
extra expenditure. To curb this issue, the best thing you can do is
to organise your meeting at a hotel. There are many Best Hotel in Pune that are laden with special business amenities.
With a business hotel, you will get a
venue to organise your meeting and a place to lodge your guests, at
the same place. This completely eliminates the need for arranging for
a vehicle to take your guests to the meeting venue and the resultant
expenditure.
After making the decision, you must
start looking for a venue. Start by making a list of all the good
business hotels in Pune.
Here is how you can find the best
venue:
- Location: Try to reserve a hotel that is closer to the airport or railway station so as to make it easy to pick up the guests from their arrival spot.
If in case, you
could not find a hotel on the ideal location, you must meticulously
select a venue so as to keep it comfortable for you, as well as for
your guests.
Look for a meeting
venue near the railway station or airport because it is always easy
to find Rooms near Pune Railway Station and airport.
- Business amenities: Now, call the hotels and ask about their business facilities and what all they can offer. You must check the business amenities that the hotel has in store for you- audio-visual aids, high-speed internet, and large meeting rooms with a decent seating arrangement, etc.
- Accommodation: You must ask them about the accommodation options to lodge your guests and if you can reserve a room block.
- Budget: At this point, you must also consider your budget. It would be better to call the hotels that fit your budget plan than going for fancier ones and later bearing the brunt of the finance team of your office. You must ask the hotel about the special package or offer that they could provide you.
Once you shortlist the hotels, visit
each one of them to discuss things face to face with the hotel
officials. As the business hotels in Pune provide multiple
meeting and conference venues, you must check-out each one of the
venues to find out the best that fits your need.
You must also visit the rooms and see
if they are fine enough to lodge your guests arriving from other
cities.
Transportation
Once you finalise the hotel, you must
arrange for transportation. Ask the hotel, if they can arrange a
shuttle for your guests. If not, you must hire a comfortable vehicle
to pick up your guests from the airport or railway station.
Food
You must decide whether you want to
serve only refreshments at the meeting and then want to take your
guests on proper lunch at the restaurant of the hotel or want to
serve food at the meeting venue. Ideally, serving food at the meeting
venue is the best option.
If you want to serve the food at the
venue, you will have to make certain arrangements. You must discuss
the plan with the hotel management beforehand so that they can make
the arrangement.
Plan a menu and discuss how you want to
get the food served with the management.
Having a proper plan and acting as per
it will simplify the process of planning a meeting. You must make the
plan months in advance and begin preparations for the same so as to
avoid the last-minute hassles.
Use these easy tips to organise
meetings at business hotels in Pune. All the best!
