The short answer
Start with dates, headcount and budget range, then check the venue, hotel rooms, transport, meals, permits for special activities and the plan for bad weather. Confirm who is responsible for each item and get the plan in writing. Ask about power backup, internet and audio-visual equipment at the venue.
Plan travel buffers, since flights and roads can be delayed. Share dietary needs early, such as vegetarian or Jain meals. Provide local contact numbers for the group and a point person on the ground. After the event, collect feedback for the next one.
Key facts
- Basics
- Dates, headcount, budget
- Venue
- Rooms, audio-visual, power backup
- Travel
- Buffers for delays
- Meals
- Dietary needs
How it works
- Set the briefDates, group, budget.
- Shortlist venuesAsk for details.
- Confirm transport and mealsIn writing.
- Prepare a backupAnd review.
Insider tip
Appoint one person on the ground as the group's contact.
Avoid this
Do not leave permits and activity bookings to the last week.
Related questions
How many weeks ahead?
Several weeks for a group, longer for big events.
Can the operator provide a coordinator?
Many do; ask.
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