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Important Factors In Selecting Your Ideal Meeting Space

June 15, 2017

In the world of meeting planning searching for locations offering convenience, attractiveness and cost effectiveness are top of mind. While all are important factors that should be considered when selecting the ideal meeting space, it’s often hard to find a destination that addresses each of these points. As a fast-pace society, businesses are gravitating toward more creative and unique places to hold their meetings. The once significant draws have been replaced by alluring locations, which offer both the initial list of factors and much more, ensuring that meeting planners and their clients receive an inimitable experience!

That being said, what are the important factors in selecting your ideal meeting space?

5 Keys to selecting ideal meeting space


You’ve heard the saying; location is everything, and that adage still holds true! When selecting your ideal meeting space, one of the top priorities should be the appeal of not just the venue, but also its surroundings. Ask yourself: Does the space offer state-of-the-art facilities, opportunity for group activities outside of constrictive boardrooms, or accessible amenities allowing clients to be immersed in the culture of the setting? Each of these questions focuses on the goal of offering an unforgettable experience for your clients!


As a product of an evolving, quick-paced society, many clients and attendees are seeking nontraditional spaces to hold their meetings. In other words, you’ll need a space that supports a variety of configurations that can be easily tailored to your group and accommodate any last minute or unforeseen changes. For example, a flexible room can spark collaboration, encourage communication, creative thought and brainstorming thanks to the freedom from restrictive walls and furniture. Look for meeting space with walls that give way to nature, such as Newport Beach, CA’s Marriott Bayview, which offers meeting space opening to the Upper Back Bay ecological reserve or Marina Park’s event room and Balboa Bay Resort’s meeting rooms which open to the sparkling waters of Newport Harbor. Consider properties that have easy accessibility to meeting space with nearby restrooms, and can be clearly divided from other groups in-house. Additionally, check to see that vendors can easily deliver furniture, props or A/V without having to incur extra charges, as these charges can add up quickly, so you’ll want to plan accordingly.


In such a modern and technology-dependent time, meeting planners must be selective when choosing the right meeting space; wireless gadgets are quickly replacing simple projectors and screens. There is a shift from productivity on paper to brainstorming through computers and phones. Venues and hotel properties are often updating their meeting and event spaces to keep pace with emerging technology trends. A location with cutting-edge technology is essential and can play a large role in the success of a meeting.  Properties that have taken steps to install top quality A/V equipment in meeting rooms can help reduce the need for additional A/V support and can be a huge cost savings.


Another important factor that should be considered when selecting a meeting space is the comfort of the venue. Research shows that productivity and success levels are higher in environments that make people feel at ease. Comfortable people are happy people, and more inclined to remain in a space until their objectives have been met. Some services that aid in boosting comfort may include the venue staff’s assistance, easily accessible refreshments, stimulating, well-lit facilities and high-speed efficient Internet service.  Look for properties that offer comfortable furniture, which can easily be repurposed along with areas that have plenty of lean space for networking.  Both Newport Beach Marriott and Island Hotel have created locations ideal for business socializing with their relaxed outdoor patios located off of hotel meeting rooms and restaurants.

Safety important in selecting your ideal meeting space


As important as safety is, this is the one factor that is most commonly overlooked.

Meeting planners are adept at monitoring travel warnings and threats that could pose problematic for group travel, but just as important is understanding hotel safety plans once on-site, in case of unexpected emergencies.

Identifying the safety measures in place and what precautions may be necessary are key steps in the planning process. You’ll want to make sure that the hotel can provide extra hands on deck and will work with you should a circumstance arise for your group event.

Newport Beach is a destination that encompasses convenience, attractiveness and cost effectiveness along with the additional five factors planners consider when selecting meeting space. The area’s unsurpassed beauty and mild year-round climate make it a perfect destination for meetings and events. When you’re ready to begin organizing your next group meeting, contact the staff at Visit Newport Beach, the destination marketing organization for Newport Beach, CA. Visit Newport Beach opens the doors to this Pacific paradise with destination expertise, customized site visits, strong partnerships with valuable resources.

Written by Visit Newport Beach Meetings

As a not-for-profit Destination Marketing Organization (DMO), Visit Newport Beach provides destination expertise, customized site visits, strong partnerships and resources tailored specifically to the needs of meeting planners and their clients.

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