The planning of accommodations and transportation often go together since one usually cannot be done without the other. Oftentimes, the venue for an event also has overnight accommodations, such as those offered by conference centers and resorts. However, if there are no flights available, and the guests are coming from some distance away, the chosen accommodations and thus the site will be of no use to the event planner since the guests have no way of getting there. Conversely, sometimes associations book up an entire citys hotel rooms for a citywide event. This means that even though there are flights, there are no accommodations. This is most likely to happen in the high season for that location. An example would be Miami, Florida, in February, when everyone wants to go where it is warm. Thus, many event planners try for out-of-season locations so they can get lower pricing and availability for flights and accommodations.
Topic: Accommodations and Transportation:
Scenario: The event planner is tasked with booking the accommodations for a 2-week corporate training session on a modest budget for 50 managers in a suburban location.
- What type of accommodations might the event planner consider?
- What would be the advantages and disadvantages of your suggested type of accommodations?
- What ground transportation will be needed to transport attendees to the training site? (Make sure to include provisions for late arrivals, people with disabilities, and very important people VIPs.)
