Miller Tanner Associates Team, Author at Miller Tanner Associates QC

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#Meet MTA: Gracie Fisher, Global Conference Director

The Miller Tanner difference is our people. That’s why we want to introduce you to our team of superstars that bring our corporate meetings and events to life for our clients.

Today, we want to introduce you to Gracie Fisher, a global conference director residing in Paris, France. Gracie’s love letter to Paris was recently featured on the Connect Meetings blog, so we thought this would be the perfect opportunity to introduce her to you!

https://youtube.com/watch?v=la9o6Zgb34E

Meet Gracie Fisher

How long have you been at Miller Tanner and what are the positions you’ve held?

I started working with MTA as a contract worker in 2012 while I was working in the film industry doing non-profit documentaries. I worked for a year with MTA as a contract worker and grew to love it and eventually accepted a full-time position. Within the company, I have worked as a contract worker, a GCP (Global Conference Planner) and also a GCD (Global Conference Director). I’ve worked full time for MTA for roughly four years.

Tell us about your current role – What does a ‘Global Conference Director’ do?

A Global Conference Director is typically the main client contact for all meetings and programs. We build the relationship with the client, help establish the goals and details of the meeting in the planning process, and then execute the meeting from the beginning until the end.

As a Global Conference Director, we work very closely with the Global Conference Planners to make sure they have all the details to run the registration and manage the database.

Being a GCD means that I forge relationships with clients and help them to envision their event. We paint a picture together brushstroke by brushstroke through every call, email, hour spent and effort made.

How long had you been at MTA before deciding to leave Atlanta? Other than an affinity for Paris, what prompted you to move overseas?

I had been living in Atlanta and working for MTA for two years when I decided to move overseas. I have always had a dream to move to Paris and all of a sudden, it felt like the perfect time. My travels with MTA have taken me around the world, but it was time to call a new country home.

Due to the virtual environment at MTA, I was able to pick up my life and follow this dream and keep my career completely on track. I feel so fortunate to work for a company that values a work-life balance.

[Tweet “MTA has created a culture that allows us to work from anywhere and follow our dreams.”]

I have lived overseas before, in both Mexico and Buenos Aires, and both experiences opened my eyes to the value of living abroad and experiencing culture and life on different terms. When you choose to live outside of your culture and outside of what is comfortable, you allow yourself to be changed and for your thoughts and opinions to be shaped in a new way.

Having traveled extensively in Europe, I was always attracted to taking a season of life to live there. And, what better place than Paris to call home?

https://youtu.be/LgnOWIPhrYE

How many times had you traveled to Paris before moving there?

I had only been to Paris twice before packing up my life and moving there. I sold furniture, gave things away and pared down my life to prepare for the move. While I had not been to Paris more than a total of three weeks of my life, I felt during my travels there that this was a city that I could live in and could call home.

I love art and creativity. I am drawn to the culinary world and the hospitality of a meal at the table. I find life without a car to be just about the best thing in the world! Riding your bike through the streets and utilizing the bike share program is amazing and I am a huge proponent of that.

I love that life is simple, sweet, rich and adventurous in Paris. I would tell anyone who had even the smallest inkling of moving here…DO IT!

It’s clear from your guest piece on Connect Meetings that you are enjoying yourself in Paris. Are you fluent in French yet?

I definitely wouldn’t say that I am fluent, but I have picked up on the language quite a bit. I will say that I am great at ordering a baguette and cheese in French from my favorite café! I love learning new languages and I hope it is only a matter of time before I can say that I am fluent.

Do you consider yourself a writer? Do you write often – whether it’s professionally or on your own time?

I have always loved to write and to read. The idea that words weave together and become language, and then that that language becomes connection is such a beautiful and intricate part of the human experience. Words hold quite a bit of meaning for me. They are the backbone of our connection points. Great writing and great speakers affect change and impart value.

Your Connect Meetings piece was published during a time of great sadness and turmoil in Paris, but it reads as if you set out to encourage others and empower the city. Why was that important to you – both as meeting planner and as a newly established Parisian?

Watching the people of France rally around community, freedom, fraternity and art during a time of great loss and sadness was an incredible thing. I watched as a whole country moved together to protect the Parisian way of life, which historically has been a catalyst of modern culture and philosophy around the world.

As a new Parisian and a meeting planner, I will always value travel. So I want people to still come to Paris.

So how does working for MTA in Europe, differ from the roles being performed in Atlanta or Chicago, or any other North American metropolis?

Working for MTA in Europe really is no different than being in North America, besides adjusting to the new time zone. When I am in North America, my days start early in order to overlap my hours with the Europe team.

Now being in Paris, I keep my mornings free and then work into the night to overlap with the North America team. It was a big shift for me and I was on a learning curve during my first weeks in Paris. But after I found the new rhythm to my days and learned to take advantage of free mornings, I found that only my workflow timing had altered.

WAIT! I have no garage to store all our program materials in! That has to be the biggest difference. You get more conservative with your possessions, more resourceful what you can recycle and more resolute to run programs with efficiency and without waste.

How many events would you say involve the virtual or hybrid part of MTA’s service offering? Which is more common on a global scale?

I would say that there is a virtual element or video capture at nearly half of our meetings. There are increasing needs to be able to be two places at once — and MTA helps make that magic happen one meeting at a time!

Tell us about your fondest memory made at a work-related destination.

How can I choose just one?? With each meeting that I travel to with my colleagues, I leave with a new arsenal of fond memories and wild adventures (or misadventures) that happened while we worked an event together.

I have never worked harder or longer than I do at this job, but I love it. The misadventures are probably my favorite: air conditioning breaking in the hotel during a heatwave in India, getting lost with our staff in the metros of Ukraine en route to preview an offsite dinner location and all the many curveballs that you could never see coming!

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How to Increase the Effectiveness of Your Next Investigator Meeting

At Miller Tanner, we help pharma, biotech, medical device, and contract research organizations (CROs) orchestrate creative training solutions for investigative sites participating in clinical trials.

Through our work—which includes planning hundreds of investigator meetings —we’ve observed some of the key factors that contribute to successful training programs.

I want to share a couple of those factors with you today.

Training Is Critical to a Successful Clinical Research Study

Timely and effective investigational plan training for CROs and site staff is essential to conducting a successful clinical research study.

The integrity of clinical research data and even the study itself can be jeopardized by:

Lack of/or minimal training;
Variability in the trainers; and
Ineffective training methods.

Even simple misunderstandings of the protocol can lead to major issues with subject safety and the overall reportable data.

So how can you avoid these hurdles and ensure you provide the best training to give your clinical trial the greatest chance of success? We’ve got a couple of ideas that can help.

How to Conduct Effective Investigator Meetings

Build strong relationships with your investigative sites and CRO partners by assuring that those who conduct and monitor your investigational plan/protocol have received essential materials and as much training as possible to successfully care for subject safety while producing clean and accurate data.

1. Have Subject Matter Experts (SMEs) Present at Face-to-Face Meetings

There are many different training methods companies use—including providing both written and auditory materials prepared by Subject Matter Experts (SME). These can include protocol or IB materials, step-by-step videos, or “how to” documents.

But, in my opinion, the single best way to convey your enthusiastic message and in-depth knowledge of the product and the protocol is by having your SMEs present at face-to-face investigator meetings.

Your SMEs can present critical points on the disease state, protocol content, and drug/product training; and provide diligence for understanding patient safety and compliance to the investigational plan.

The pharma industry, CROs, and sites continue to report through our surveys that face-to-face training remains one of the best ways to understand the complexities of the investigation plan and/or product, and to collaborate with the sponsor, CRO, and other sites.

2. Use On-Demand Training to Offset Attendance and Attrition Challenges

Attendance by key site staff at face-to-face investigator meetings can vary depending on the timing of the event, country holidays, clinic and hospital schedules, and advance notice of the event to sites for scheduling.

Even with the best planning, an average of 20-25% of the sites are not able to attend the training at all or can only send one study team member to return and convey all the training to their other teammates.

Attrition is another challenge. Turnover at the sites, CRO, and even sponsor companies over the course of the investigational study is inevitable. Ensuring new key team members receive proper training usually involves sending CRAs to the site(s).

A smart approach to managing both attendance and attrition challenges is providing Web-enabled, on-demand training with audio or video capture of your subject matter experts.

This enables team members to view and hear your critical content and materials before they begin to involvement with study and/or subjects. It also allows new staff to train before the CRA is able to schedule an on-site visit.

This training can minimize potential deviations as well as reduce the time on site for the CRA and site staff when a monitoring visit is to be scheduled.

Invest in Training to Position Your Clinical Trial for Success

Pharmaceutical and biotechnology companies continue to invest in training opportunities for CROs and site staff participating in clinical research studies. Make sure you are getting the most for your investment.

Having your subject matter experts present at face-to-face investigator meetings will promote understanding of the product and protocol and encourage collaboration.

Providing on-demand training will help you manage attendance and attrition issues, and ensure more staff members receive training information in a timely and effective manner.

Investigator training is critical to a successful clinical trial. Take the steps necessary to give your study the greatest chance of success!

Miller Tanner Associates has extensive experience planning Investigator Meetings. Call us today to start planning your next Pharma event: 1-877-MEET-MTA

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Live, Virtual or Hybrid – Which Corporate Event Approach is Right for You?

Live, Virtual, or Hybrid Meetings: Which is Right For You?

The goal of any corporate event is to bring people together for a shared purpose. In our modern world, there are a few different ways a company can do that…

Live – All attendees are physically present

Virtual – People attend the event entirely online

Hybrid – Some people attend in person, others online

So how do you know which approach is the best for your corporate event?

That’s a question without a single or simple answer. It boils down to a number of different factors—including your event size, budget, timeline, and the geography of attendees.

Here’s a quick guide to help you determine which type of corporate event is right for you.

Unique Benefits of the Different Event Approaches

Each event approach provides its own unique benefits:

Live Events: The most effective form of communication

There is no other medium that expresses the nuances of communication better than face-to-face interactions.

Body language is a huge factor in communication. Postures, gestures, facial expressions, and eye movements are best translated live.

When a BioPharma company is trying to get the best results with team buy-in or team building, a face-to-face meeting is the most effective approach.

Our clients, particularly in the healthcare space, have reported that face-to-face training remains one of the best ways to understand the complexities of the investigation plan/product, and in collaborating with the sponsor, CRO’s, and other sites.

Virtual Events: Faster turnaround at a lower cost

Clients often choose virtual events because resources such as time and money may be at a premium. Virtual events can be deployed quickly with a significant cost reduction.

Examples of clients who have utilized virtual meeting concepts include:

Critical protocol amendments occur
Implementing training quickly to sites participating in a study is key
Gathering advisory board members remotely to present critical data
Recruitment discussions with a small number of sites/countries

Hybrid Events: Flexibility to reach the greatest number of attendees

Hybrid events are the best of both worlds. Some of the participants are able to attend face-to-face while others are “brought in virtually”, thus adding to the benefit of the overall interaction.

Hybrid meetings can also be used as a method for cost reduction since you don’t have time and travel expenses for the entire attendee pool.

Allowing attendees to participate from wherever they sit in the world also offers flexibility and convenience for busy executives, physicians, and sales team members.

Key Factors in Choosing the Right Type of Corporate Event

Clients select corporate meeting types they think will meet the goal of what they are trying to accomplish in the most efficient manner possible.

Meetings typically involve some form of education, training and learning for the audience so getting those key messages across is ultimately the goal. But there are a few other key factors that also come into play…

1. Time

How quickly you need to get your event up and running can have a big impact on the type of meeting you choose.

While time is always a factor, the value of face-to-face interaction at the beginning of a new study is thought to be more valuable.

For example, if a protocol amendment is required for a study that has several sites (say 75-100) then time is of the essence to disseminate that important information.

2. Budget

While face-to-face meetings offer the most effective form of communication, they also come with a higher cost. That can be a compelling reason for some companies to go virtual.

Typically virtual meetings are 1/10 of the cost than a face-to-face meeting. So where a live meeting will cost $2,200-3,000 per attendee, a virtual meeting will cost $220-300 per attendee.

Costs are variable with a hybrid meeting depending on the scope of the requirements. But there can be some cost-savings there too.

3. Technology

Past experiences with poor technology could be one reason a company avoids virtual events (even though virtual technology has made significant advancements in the last several years).

It is easy for companies to underestimate our process for managing virtual events. They value our in-person customer service at face-to-face meetings and are unsure how that transfers to virtual attendees.

Although the “unknown” element of technology can be something that causes many companies to shy away from virtual meetings – even though that trend is starting to change.

It All Comes Down to Meeting Priorities, Preferences, and Limitations

Benefits of Each Meeting Type Comparison Chart

We believe that open, honest dialogue with clients is still the best way to determine which of our event offerings will best meet their budgetary needs and meeting goals.

Depending upon circumstances, we may suggest a video or audio capture of a live or virtual event and repurpose that into an On-Demand Trainer for future use (i.e. team expansion or teammate attrition). Consistency in training is paramount in this business.

Recently, we were able to reduce the number of virtual meetings from six to two in order to achieve our client’s goals in the most cost-effective manner possible.

Find out how Miller Tanner can help you accomplish your event goals and make the most of your budget, no matter when, where or why you’re meeting this year!

Get Help Planning Your Next Corporate Meeting

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10 Signs You Need a Corporate Event Planner

Planning a corporate event seems simple at first. You just book a hotel, arrange some travel and you’re all set, right?

Wrong.

Even though we’ve all attended meetings, running them in a flawless and professional manner is a completely different story.

The reality is that event planning can be challenging if unprepared. It demands time, focus, research, budgeting, logistical skills and relevant knowledge that many corporate leadership teams simply don’t possess.

Sadly, far too many companies try to figure it out on their own in order to save costs and their event becomes an epic disaster. Why you may ask? Simply put it’s not a core competency and nor should it be.

Before you plan your next event, make sure you have the proper negotiation skills and adequately trained resources in place to get the job done right. If you don’t have those skills and resources internally, it makes sense to hire a corporate event planner.

When to Hire a Corporate Event Planner: 10 Ways to Know

Wondering if you should hire a corporate event planner? Here are some top signs that it’s time to call in some help.

1. You don’t have the time upfront or resources internally.

Really, who does? You’ve got a job to do and planning an ad-hoc event is not part of that.

Events can take weeks or even months of lead-time planning. If you or someone at your organization doesn’t have time to handle all of the details, it makes sense to hire help.

2. You need to deliver an amazing experience and can’t risk failure.

If you don’t have event planning experience, you are not fully aware of how much must be accomplished in advance of your event date. It can be overwhelming!

Delivering a flawless event is always priority number one, so it makes sense to hire a partner that operates with the same level of excellence and professionalism -owning each and every detail to ensure a top-notch experience for your corporate and healthcare professional attendees.

3. You have never been to the locations being discussed.

Google can only tell you so much. On the ground knowledge of your event location will help guarantee the success of your event.

Without that, how can you be sure the hotel accommodations, meeting venues and entertainment options live up to the pictures online? Additionally many companies have guidelines in place that dictate hospitality depending upon the countries involved in the meeting.

Event planning specialists have a wealth of global knowledge at their disposal, and are focused on equipping you with unique, uncommon facts and proven, direct experience and opinions, so that you feel confident in making an informed decision about your final event location!

4. You are unfamiliar with legal and logistical requirements.

Traveling overseas can be tricky – especially when you are responsible for the safe arrival of your employees, clients, speakers and vendors.

You cannot afford to ignore the logistical challenges for group travel – including obtaining visas, having accurate participant documentation, reserving airlines, providing alternate transportation and finalizing lodging confirmation materials, etc. Having back-up plans in place will ensure your attendees arrive to the meeting hassle-free.

Don’t let these hurdles get in the way of your meeting’s success. Make sure you have someone on your team that is qualified and designated to handle all of the important minute logistic details which can have a major impact. Otherwise hire an expert.

5. You lack industry-specific event planning experience.

We work with a lot of clients in the healthcare and pharmaceutical industries. The events we plan for these clients require intensive knowledge about regulations as it relates to compliance, confidentiality and security.

If you’re not aware of the hospitality guidelines or country codes of conduct requirements needed for your industry, it pays to get help from an expert who does.

6. You lack the tools or technology.

Hypothetically, let’s assume that you need to virtually connect approximately 120 people who speak several different languages, hailing from 4 different time zones, with an event that’s happening in Singapore…

Okay, done! It’s simply that easy – at least it is for us at Miller Tanner. Because we have the tools, technology, and people to make it happen seamlessly.

But, if you don’t have those resources at your disposal, you definitely need to bring in help from someone who does.

7. You do not speak the native language.

Language can prove to be a big barrier in planning your event.

If you don’t speak the language of the country you’re visiting, you are likely to encounter logistical challenges with your event’s planning activities. Some hotel contracts only come in the local language for instance.

Having local contacts on the ground could not be more important, when considering the countless unknowns each new territory has to offer. Having a global partner is key to overcome language barriers wherever your meeting is taking place.

8. You cannot decide on a location.

The world is a big, beautiful place. With so many options, it can be overwhelming to choose the perfect location for your next event. It helps to know where the majority of your guests will be coming from.

Many times, we have found, that our client’s final deciding factor in choosing one destination over another potential location was something that they had not previously been aware of, or recognized as highly valuable. Understanding your meeting’s purpose, defining success upfront and being clear on your expectations is imperative to select the right location options from which to then narrow down.

An experienced global event planning company can help you choose a location that best meets the goals, needs and budget for your event.

This guide we created outlines some of the best global locations to consider in 2016 when planning an event. These cities offer value and premium options for your budget considerations.

9. You don’t have relationships with third party vendors.

You can certainly plan an event without a deep roster of vendor relationships. But your negotiation power will be limited.

However, when you have established relationships with hotels, airlines and other vendors, you can often better negotiate discounted group rates for your attendees. That’s what event planners bring to the table.

Not to mention, strong vendor relationships can help guarantee all the little details will be handled appropriately and timely. Vendor management alone can be a daunting and time-consuming task to ensure you’re getting the best service possible at a reasonable rate.

10. You are uncertain on how to define your event success.

A bullet without a focused target is simply a shot in the dark. It can be incredibly valuable to have a partner who can execute on your vision of success.

Some of the best services, which we are able to offer clients, involves the ability to use a completely organic, personalized approach on how to define and deliver success. We’re able to do that because we take the time to identify and understand company goals and stakeholders’ expectations.

The bottom line?

Yes, you can plan your own corporate event. But, if you find yourself questioning your knowledge, losing extensive time to this activity, or doubting your professional capabilities in any or all of the areas we have mentioned above, give us a call. Miller Tanner can typically turn around a ballpark quote in under 24 hours.

Any meeting or event worth having is worth having it done right. And, we’d love to help.

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3 Key Ingredients for Planning Successful Corporate Events

Whether you plan, manage, attend or participate in a corporate event, we all know what it feels like to be a part of a successful outcome.

We know what feels, sounds and looks good – and we know when it doesn’t. It can be hard to put into words what exactly is most important, most valuable, or most appreciated during an event and after.

After experiencing everything under the sun in the world of corporate events, we are uniquely qualified to determine and identify the characteristics that are most beneficial during the event planning and management process.

Factors for Successful Corporate Events

If you want to make sure your next event gives attendees an incredible experience, there are a few key factors that are critical to help drive success – especially if you are working with an event planner.

At Miller Tanner, we believe that every event requires the following three ingredients to ensure success.

1. Communication is paramount.

Asking the right questions upfront, understanding the client’s expectations to help define success and translating those desires into operational actions are the keys to our success.

For example, once a client hires Miller Tanner, we start by holding a joint kickoff meeting to introduce key staff members on both teams, solidify meeting goals, learn about preferences, and outline the next steps of the planning process.

Each and every client and event is unique. It takes a lot of communication to fully understand a client’s wants and needs. This understanding helps us create an event that reflects their vision.

Effective communication is also required throughout the entire planning process to ensure a successful event. Change happens; being flexible with solutions and other options ensures communication channels remain open and effective.

For instance, a number of factors can impact the timeline, such as protocol challenges, and site or attendee selection delays. And there are other times when we have significantly less time than would be considered ideal to plan an event – but this can’t stop you from having a great event!

Communicating about issues that arise, like adjustments to timeline, procedural updates, etc., is the key to establishing realistic expectations and determining success!

2. Partnership is vital.

For us, these first two points tend to run together, as communication is the primary key to an honest and mutually beneficial partnership.

Approaching each project with a clear understanding of the client’s needs allows us to confidently determine the best services, staff and resources to deliver an exceptional event and ensure our client’s desired outcome is reached.

Each event has an on-site lead that acts as the point of contact for our clients throughout the event. Behind the on-site lead is the project manager and designated support team that specializes in registration processes, collateral materials, visa and air acquisition and a variety of other specialists.

Additionally, we assign account directors to act as an additional point of contact for each client, which helps increase the consistency and excellence within the client partnership.

Walking the path with our clients is a natural part of what we do. Being an engaged partner is our goal to ensure our clients have choices when it comes to their events.

3. Innovation does matter.

Every event planning company is looking to use innovation to revolutionize participant experiences. This typically pertains to advancements made in technology or logistics, but we have constantly innovated our processes to reflect a highly relational, strength-centric planning and management service.

For instance, following every event, we administer client and attendee satisfaction surveys which measure our company’s meeting planning success. This direct feedback enables us to continuously improve our processes and look for further ways to be innovative when it comes to our meeting planning activities.

Our teams also conduct post-event evaluations with the client to discuss the successes and lessons learned to apply for their next event. We use this information to further identify trends that we escalate internally for resolution or discuss specific processes for reconsideration.

Working with an event planning team that places a priority on innovation will help you host a creative, engaging and successful event.

How to Create a Successful Event

Miller Tanner welcomes the opportunity to help you plan your next corporate event, and keeping these three tenets in mind will lead to a more successful event outcome.

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6 Steps To Determine Corporate Event Locations

6 Steps to Determining Your Next Corporate Event Location

If you’re trying to decide on a destination for your next corporate meeting or event, the options can be both exciting and overwhelming.

London or Los Angeles?

Brussels or Budapest?

Seoul or Singapore?

Although there is not a specific formula for making that decision, there are definitely some key factors to consider that will help you choose a location that will serve your company and your attendees.

We have planned more than 2,200 events for our clients during the past 20 years, so we routinely work with clients to help them determine the best location for their next corporate meeting or event.

No two businesses or events are the same, but the factors for choosing a location are largely consistent for every client.

Top Considerations for Corporate Event Destinations

Here is a run down of the top considerations for choosing a corporate meeting location.

1. Weather.

No one can predict the weather. Rain clouds can roll in, heat waves can come swiftly, and cold fronts can force us to pack a slightly bigger bag.

But the geography of your meeting or event is crucial when considering the role that time of year, seasonal climates and average temperatures can play in delivering a great experience for your event attendees.

Do not underestimate the difference between experiencing Chicago in May versus February, or the difference between January in Sydney versus January in Seoul.

Plan ahead, and packing will get easier for you and your clients.

2. Language.

For many corporations and organizations that hold meetings or events on a global scale, language barriers are considered the largest barrier to success. If your event requires communicating effectively to a multilingual audience, it is of utmost importance that you choose a destination that will accommodate various languages, people and cultures.

For example, Singapore is home to four official languages, including English. So if your attendees include native Chinese speakers, but will be run by a staff made up of an English-speaking majority, your event planning team might consider a place like Singapore.

3. Culture.

What happens after the day’s meeting, training session or event is over?

Does your event need local catering, or varied nightlife options? Or, do you want to offer attendees a museum visit, a city tour or ticket to a show, game or concert?

Things like food and drink, sightseeing and attractions can go a long way in ensuring a great experience for your clients and participants. Do not overlook the cultural aspects of a destination when planning a successful event.

Think about the interests of your attendees and make sure you pick a location that delivers on the type of culture that will jive with their personalities and desires.

4. The Goals of Your Meeting.

A successful meeting cannot and will not take place if those attending do not absorb and comprehend the message. Every meeting or event is centered on a specific goal. It is imperative that your location helps you deliver on that.

It is increasingly important that your destination is chosen with your audience’s needs and desires in mind. For instance, building a group of participants with certain ages, genders, physical traits, cultural exposure, etc. is the first priority when planning for an investigator meeting for a clinical trial.

But, the goals and needs for a corporate sales meeting will be vastly different. It might be more important to think about the experience you can deliver to reward and thank your team for a job well done.

That’s why you must ask yourself – what are your company’s goals for this meeting? How do you account for your attendees’ needs while also ensuring your own success?

The answers will likely play a big role in determining where you host your event.

5. Cost and value.

Your budget can have a big impact on where you host your next corporate event.

The cost of travel, lodging and facility use varies greatly in certain parts of the globe – and even at different times of the year. So, if you’re looking to save money on your next event, you might choose to visit certain locations at off-peak times to get the most bang for your buck.

For instance, if you want to hold an event in Phoenix at some point in the next 18 months, there are certain times of year when it will be more cost effective to travel there.

On the other hand, if your event is in four months, but not tied to a specific geographic location, you can choose locations that are centrally located for your attendees or have lower hotel rates.

Budapest, for example, has been named the most affordable city for travel prices for the last two years by the Post Office Travel Money Survey. So, that might be an option for you to consider if you’re on a budget.

6. Preference.

Although this point is last on our list, for Miller Tanner, this point really comes first. Our clients’ preferences are always the most important factor in determining their event location.

That means, if our client has always wanted to visit Cape Town, we will work with her to make that happen.

The same is true for your event. Your preferences (or those of your boss), trump all the considerations around value, weather and the like.

You want to choose an event destination that will make you, your team or client happy.

That means if the planning process starts with a suggestion or wish for a certain location, that is the most important consideration. If a location is desired, the details have to fit that desire. If you can deliver on that single desire, the rest of the planning process will go that much smoother.

At least, that’s how we treat it at Miller Tanner.

What matters most to you when choosing a destination for your event? Do you have any other considerations to add?