Planning your first business event

Every year hundreds of businesses contact the Boulder Convention and Visitors Bureau looking for just the right venue for a conference or business event. Boulder is nestled at the foot of the Flatiron Mountains and home to the University of Colorado, where businesses are typically looking for a unique venue that offers outdoor recreation opportunities and team building programs, said Andrew Heidt, director of the BCVB.

“We have a lot of certain niche activities here,” Heidt said. “A lot of groups are looking for the outdoor experience. Team building in the outdoors is a unique experience.”

Working with more than 20 lodging properties, BCVB collaborates with businesses to find a location that will best fit their meeting needs. From small one-day conferences to larger scale events, BCVB has worked with a variety of corporations from the American Bar Association and the Association of Universities for Research and Astronomy to Whole Foods and USA Cycling.

“If they have the objective of the meeting at the forefront, we can really pair them up with a venue that will be the best fit for them,” Heidt said. “They need to have as many details about their event as possible.”

Knowing the objective of the meeting and what you plan to accomplish, whether it’s a business luncheon or a several-day conference are essential to an event’s success, said Abby Powell, senior event manager at The Ranch in Larimer County, Colo.

“The important thing is to make sure they put together a good, clear program,” Powell said. “Having good, quality content keeps your business attendees coming.”

Hosting more than 2,000 events each year, The Ranch event planners specialize in helping businesses coordinate and plan events without a hitch. And like the Boulder area, The Ranch offers a unique setting in the foothills of Colorado, in close proximity to two interstates and regional and international airports.

“We always ask what they’re looking for,” Powell said. “There are advantages to coming here and being close to the mountains – it draws people.”

One of the biggest challenges planners face today is finding a location with openings available. With a recovering economy, hotels and conference centers are busier and booked further in advance.

“We have conferences and national shows that are booked three years in advance,” Powell said. “Our biggest challenge is availability. The more notice we have, the better.”

To the north, the Casper Events Center in Casper, Wyo., hosts about 200 events each year, including more than 100 business-related events. While a much smaller venue, Casper Events Center Building Manager Bud Devalla said planning and organization are equally important, regardless of the size, focus or location of the event.

“Have your ducks in a row – be prepared and plan ahead of time,” Devalla said. “Meet with the venue and look at the room to see what amenities are there.”

Working closely with the event-center staff can be critical to an event’s success, Devalla said. From the Enhanced Oil Recovery Institute to the College National Finals Rodeo, Casper Events Center staff is available to assist meeting and conference planners and help work through any quirks or dilemmas.

“We’re very proud of our customer service,” Devalla said. “We want to make sure everything is right. Every event we treat the same – we are taking care of their needs.”

Some of the issues that arise include audio/visual technical assistance or making sure the specific needs of a guest speaker are met adequately. All of those issues are something that the event-center staff is available to resolve.

“Who’s going to be on site to remedy any issues or AV needs?” Devalla said. “We try to meet a few months out and, if needed, another few weeks out in case there’s any challenges or changes.”

Devalla encourages event planners to communicate with the Casper Events Center staff regularly to stay on top of any challenges and make sure that their expectations for the event are clearly identified.

“Don’t be complacent,” Devalla said. “Make sure you communicate with the venue and make sure your expectations are met by the venue.”

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