10 Essential Elements of the Ideal Conference
Mar 28, 2011 by DeDe Mulligan
Roundtable discussion of 10 essential elements of ideal conferenceFor the second year in a row, the International Association of Conference Centres (IACC) conducted a series of customer roundtable discussions designed to learn about their priorities when it comes to ideal meetings.

According to Peter Stockman, President of IACC Americas, "We sought to compare the results with what we heard from customers last year and keep our priorities in check. The focus was on what was important to IACC customers for an exceptional meeting environment."

Attendees were provided with a deck of 57 cards, each card had one component of an ideal meeting, in the following 7 categories:

  • Business Services
  • Food & Beverage
  • Financial
  • Guest Room
  • Meeting Room
  • Meeting Amenities and
  • Technology
Groups evaluated and ranked all 57 components as to their importance to the total meeting experience.

Below are the results of 2011 and 2010, top 10 highest ranked items. These are weighted on a 10.0 scale, with 10.0 being the highest rating a component could receive.

Highest Ranked Meeting Components in 2011
9.9 Food & Beverage The ability to customize the menu to easily accommodate dietary requirements (such as vegetarians, low-fat, or kosher)
9.8 Technology Having at least 1 LCD projector and screen rental in room
9.7 Meeting Room Having acoustically rated walls that guarantee no-sound distractions
9.7 Guest Room Wireless high-speed Internet access in all guest rooms
9.7 Financial Having set up fees, such as event audio visual rental firms and other suppliers, include these fees in the package
9.6 Financial Having reasonable meeting room rental expenses
9.6 Technology Having meeting rooms provided with flipcharts with easels, pads, and markers
9.6 Meeting Room Attendees have unobstructed view in the meeting room, no pillars
9.6 Financial An easy-to-read, one page invoice
9.6 Technology Having a skilled on-site AV technician to handle any conference services need

Highest Ranked Meeting Components in 2010

9.9 Food & Beverage The ability to customize the menu to easily accommodate dietary requirements (such as vegetarians, low-fat, or kosher)
9.7 Meeting Room Attendees have unobstructed view in the meeting room, no pillars
9.7 Technology Having at least 1 complimentary high-speed Internet connection in the meeting room
9.6 Technology Having a skilled on-site AV technician to handle any conference services need
9.6 Guest Room Wireless high-speed Internet access in all guest rooms
9.6 Meeting Room Having acoustically rated walls that guarantee no-sound distractions
9.5 Technology Having at least 1 LCD projector and screen rental in room
9.5 Business Services Having a single point of contact or one-stop shop, Conference Manager
9.5 Financial An easy-to-read, one page invoice
9.3 Meeting Room Individual climate controls in each meeting room
Eric Whitson, Director of Sales and Marketing at The National Conference Center, shared "This allows IACC to keep a pulse on trends and shifting priorities among our customers and help ensure that IACC members stay ahead of the curve as it relates to anticipating and exceeding the needs of conference market."

AV Event Solutions, a conference equipment rental company, is available to provide you with all the essential elements for an ideal meeting environment. They have state-of-the-art LCD projectors, screens, laptop rentals, and of course, certified AV technicians.

  • Was this Helpful ?
  • yes   no

Blog Archives