"Are Hotels Truly Ready for Meeting Planners?"
* 1. Make It a Coordinated Experience – Not Just a Tour
Why it matters:
Meeting planners aren’t just evaluating square footage — they’re experiencing your brand culture, attention to detail, and service standards.
Key Talking Points:
Sales, operations, catering, and front office must be in sync
Personalize the experience: signage, welcome cards, custom agendas
Don't just walk them through space — stage the experience
Include staff introductions — show off your people, not just your property
“Every site visit is your live audition — rehearse accordingly.”
* 2. Highlight the Food & Beverage Experience
Why it matters:
F&B is often the differentiator between booking you vs. the competition. It’s also what guests talk about long after the meeting ends.
Key Talking Points:
Offer a curated tasting of your event menus or signature items
Include dietary-conscious options (vegan, gluten-free, halal, etc.)
Let your chef or F&B manager speak to the group briefly — it shows pride and involvement
Showcase flexibility: themed breaks, build-your-own stations, mixology add-ons, etc.
Set up a sample coffee break or reception in an event space — show, don’t just tell
“If the food is forgettable, the meeting will be too.”
* 3. Leave a Lasting, Personalized Impression
Why it matters:
Planners often visit multiple properties — make yours stand out after they leave.
Key Talking Points:
Follow up within 24 hours with a personalized thank-you and tailored proposal
Provide a branded takeaway — even better if it includes a small F&B touch (e.g., local treat or branded snack)
Use social media (with permission) to highlight their visit and show engagement
Bonus: send a recap video or digital brochure that reflects what they saw
“They’ll forget square footage — but they’ll remember how you made them feel.”