7 Questions To Ask Your Event Coordinator

Every group that brings a meeting, conference or retreat to Glorieta or Ridgecrest is assigned an event coordinator from our staff. The same is true for pretty much any other meeting venue as well. This person’s responsibility is to work closely with the group leader or meeting planner to ensure the best possible experience for their group.

If you’re the group leader or meeting planner, please be sure to take full advantage of all your meeting coordinator has to offer. This individual is typically someone who works with dozens, if not hundreds, of groups each year and can be a great source of knowledge and information for you. It would be major mistake not to take advantage of that experience. After all, that’s why they’re there!

With that in mind, here are 7 questions you definitely want to ask your event coordinator during the planning process:

  • How long does it take to get from one location to another on campus? – Depending on the size of the facility you’re using, this could be a significant time factor. When planning out your schedule, be sure to allow time for participants to get from location to another.
  • Where do my people go upon arrival on campus? – Telling your folks where to go once they arrive will help to eliminate a good deal of potential confusion and frustration.
  • What is there to do for free time activities, both on campus and in the surrounding area? Excellent info to share with attendees before they leave for the meeting/retreat. Allows them to plan and pack accordingly.
  • What other groups will be on campus the same time as us? – Not that you would have any say, but just knowing can help head off any potential issues before they happen.
  • What do we do in case of emergency? – At Ridgecrest and Glorieta we want people to contact us so that we know where to direct emergency personnel when they arrive on campus.
  • Can we bring in our own food for snacks/meals? – Most hotels/conference centers will not allow you to bring in your own food. If this is something you’d like to do, it never hurts to ask.
  • Can we reserve a section in the dining room for our group? – If you’re the only group on campus this is not really an issue. However, if yours is one of several groups, this is definitely something to ask about.

What about you? What are some other questions you’ve learned to ask ahead of time?