October 2009
Rentals and Staging


In This Issue:

Planning Your Meeting at a Convention Center
How to Effectively Market Your Meetings
Black Hawk's Ameristar Resort is Open for Business!
Denver Meeting and Events Industry - Upcoming Events
Read Image Audiovisuals' Newest Testimonials
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SERIES - Convention Centers
Part 2: Planning Your Meeting at a Convention Center

Once you’ve chosen your convention center site, it’s time to start planning your meeting. Image Audiovisuals has compiled a few tips on planning a meeting at a convention center:

• Conduct a site visit to thoroughly investigate the chosen facility. Take photos of key rooms and entry points for your future reference.
  
  
• Contact other meeting planners, who have held events at the same facility, since they will likely have some great recommendations for you.  
  
  
• Plan out your meeting space, including your entry and exit points. Create a map of the event venue for the attendees. Your convention center contact will be able to assist you with space planning.
  
  
• Once your meeting space is mapped out, create adequate signage to guide meeting attendees.
  
  
• Regularly review the meeting space requests, since your flexibility decreases the closer the meeting date gets.
  
  
• Closely review the convention center’s policies and procedures.
  
  
• Build a strong relationship with your vendors, and with your convention center contacts. Strong communication with these contacts will pay off in the long-run.
  
  
• Create an emergency management plan well in advance of your meeting, including addressing any insurance needs, emergency medical staff access, etc. Communicate your safety plan to your meeting attendees.  
  
  
• Handle the meeting logistics, including booking an audiovisual provider at least six to ten months prior to the event.

For more information on planning a meeting at a convention center, please contact Scott Collinsworth at 303-758-1818, or via e-mail at scollinsworth@imageav.com.

Part #1 - Choosing a Convention Center Site

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Scott Collinsworth
Director of Sales
Rental and Staging
Image Audiovisuals, Inc.
2130 S. Dahlia Street
Denver, CO 80222
303-758-1818
scollinsworth@imageav.com

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