Event Planning Toolkit

From small meetings to large scale conferences and social gatherings of up to 750 guests, these resources will ensure that you have everything you need to plan a seemless event.

We've also crafted a list of items to help detail your event. Our seasoned team will help execute your vision but we hope our tips and tricks will jump start your planning today!

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Purpose

Every event has a desired outcome. Establishing your goals early will impact decisions around food and beverage choices, audiovisual requirement, overnight accommodations, the venue size as well as the team needed to make your vision a reality.

Business Goals Include:

Recognize outstanding members of your staff
Brainstorm new ideas to help accomplish the tasks at hand
Share information about current business
Roll out a new product

Social Goals Include:

Create a memorable night for you and your guests
Celebrate a loved one's accomplishment
Gather friends, family, and teammates/coworkers

Expectations

Expectations for any event can be vastly different between the planner compared to attending audience. Our team at the Georgia Tech Hotel and Conference Center can help distinguish between the two in order to best accomplish all goals and objectives.

Attendee Expectations:

Creative and delicious food and beverage offerings
Comfortable working environment with adequate lighting, adjustable temperatures and clear view of the presentation
Attractive surroundings that inspire new ideas
Creative delivery of the meeting message
Unique setup or venue space that inspires learning
A space that inspires fun

Meeting Planner Expectations:

Direct and responsive communication with hotel contacts
Clear and understandable billing format
Flexible reservation methods
Ability to make changes as they happen
Clear understanding of available event rooms, setups and audiovisual needs

Details

When securing your event venue, there are a few key answers that will be help determine the best function space for you. By answering these questions ahead of time (to the best of your ability), it will start the planning process quickly and easily.

How many guests or attendees are you expecting?
Will you require guestrooms? If so, how many per night?
How would you like the space set up?
Will you need multiple rooms for breakout sessions?
What are your audiovisual needs? Will you need, screens, projectors, music, and/or microphones?
Will there be a meeting facilitator who requires special equipment?
Are you planning any entertainment during your event such as a DJ or band?
Will any events take place off site of the venue?
Will you require transportation?

Have you planned this event in the past? Have you attended an event similar to the one you planning? If so, what did you like about the event? What worked well? What didn't?

When you are able to identify aspects of past events that you liked or didn't like, it will help you plan a successful event now. Your Sales Team member will be able to take these experiences and implement them into your current event so that your vision can be realized.

When should I start planning my event at the Georgia Tech Hotel and Conference Center?

Although there is no tried and true deadline on when an event should be reserved, it's our recommendation to reserve your space as early as possible. We will always work with you to determine the best event space and number of guestrooms that your event most likely will need.