Picking dates and times for your meeting is critical in attracting participants. Be sure to do your research. Are there any other meetings/events occurring at the same time? Will your meeting dates interfere with your participants other commitments?
- Utilize resources such as the ADA’s Full Calendar of Meetings and Events: http://www.ada.org/en/education-careers/events/us-events-meetings-calendar to help you avoid dates where your participants will likely be at another meeting.
- Check with the Convention and Visitors Bureau in the meeting city.
- Use the internet to look for similar events locally or nationally.
- Take into consideration any holidays, religious days, school breaks, and long weekends.
- Which days of the week would work best with your participants’ schedules?
- Are there certain times of day that would work better?
Location, location, location! Match the meeting site to your audience.
- Make travel easy for them.
- Choose a centralized location.
- Will this location work with their budgets?
- Is this destination desirable? Convenient?
- Are there other attractions in this location? Convenient hotels? Airports?
- The Convention and Visitors Bureau can also help you with facilities, hotels, products and services needed for your meeting.