Site Selection is a very important part of the meeting planning process. It can make or break the success of the event. However, there are some key steps which can help to determine the perfect site.

• Step 1. Identify meeting objectives

The goals and objectives of the meeting must be well understood and documented. The meeting planner should have multiple meetings with the client to finalize the objectives prior to site selection. Objectives should be clear, concise, measurable objectives. Use SMART approach to determine objectives.

• S- Specific , one concept per objective
• M-Measurable- must be able to quantify or measure
• A- Achievable - Is it possible ?
• R- Relevant - Is it important to company goals
• T-Time- When to be completed

• Step 2. Gather historical data

Historical data about the meeting would enable the meeting planner to set the right objectives based on current year and also select the appropriate site. Based on the meeting's past records related to its objectives, success, attendance and expectations, feedback the meeting planner can choose a site which would take care of the current requirements as well as the past experiences. Sometimes past data can tell which kind of site/location  to book for the next event based on attendee feedbacks.

• Step 3. Determine physical requirements

The physical requirements would help in determinig what how much space would be required for the meeting. Meetings can be small or big conferences. The space requirements vary depending upon the expected number of attendees, sessions, meeting room/break-out sessions, stage, auditoriums, exhibition halls, performances, kids activities, meals etc. So a detailed agenda of the meeting will help get an idea of space requirements.

• Step 4. Consider attendees expectations

During the planning phase it is very important to see the attendee perspective. Unless the expectations of an attendee are clear and understood it will be challenging to select the right site for the meeting which will make the attendee happy and ultimately turn the meeing into a success. So while choosing the site keep the attendee's expectations in mind.

• Step 5. Select type of facility

What kind of facility will be needed depends a lot on the program development/agenda of the meeting. Some bigger conferences require numerous exhibit halls, lecture rooms, auditoriums, break-out rooms etc whereas, some smaller meetings might need few conference rooms. Depending on the needs the facility has to be determined. It can be major convention center if its a big conference or a hotel conference center for smaller meetings. There are other factors which also determine the type. The requirements of the food and beverage, accessibility, activities and events which are a part of the conference/meeting can also help determine the facility type.

• Step 6. Prepare RFP

Once the type of facility is decided the next step would be to create RFPs and send them across to the facilities and many local Convention Bureaus can help with that process. The RFP should be detailed enough so the facility can provide the right information. It is best to follow industry standards provided by CIC-APEX. (Convention Industry Council). It is always good to give a deadline to the facilities to receive the proposals that will help in consolidating all the RFPs without missing on any one of them.

• Step 7. Review & evaluate choices

The next step would be to consolidate all the RFPs received and store them electronically. Then analyze and compare them. Choose the best one depending on the meeting requirements, objectives and attendee expectations and budget. However, it is not always good to go with the least expensive one. Instead it is best to see that the facility is:

• meeting all the meeting requirements,
• has efficient and timely service,
• well rated by others who had done business prior,
• flexibility of staff members,
• accessiblity,
• food and beverage provisions
• accomodations
• neighborhood, local events and activities happening during the meeting dates.

• Step 8. Select site

Finally once the right site is approved by the client it is best to have site tour couple of times to get an idea of the setup, staff of the facility and the neighborhood.