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Ultimate Meeting Destination Guide

Your Strategic Guide to Destination Selection: Choosing the Perfect Meeting Location 

Planning an event requires careful consideration of several factors to guarantee a successful affair. In this guide, we'll walk you through essential elements to consider when selecting the perfect destination for your meeting. 

1. Time of Year: 

  • Does your event coincide with the city’s peak travel season or off-season? 

  • Note that hotel rates tend to be higher during the peak season. 

2. Weather: 

  • Keep in mind the season and weather conditions during the chosen month. 

  • Be aware of potential challenges, such as hurricane season or blizzards, that may impact travel. 

3. Accessible Destination: 

  • Evaluate the ease of access to the chosen city by plane or car. 

  • Will the meeting be held in a large metropolitan city or a rural town? 

  • Assess transportation options, including direct flights, and factor in potential city traffic. 

4. Exploration Destination: 

  • Check if the city offers attractions, shopping, and restaurants within walking distance or a short drive. 

  • Consider whether the destination is more rural, limiting attendees' ability to explore without a mode of transportation. 

5. Parking: 

  • Does the venue have sufficient parking to accommodate all attendees? 

  • Inquire about valet and/or self-parking options. 

  • Does the venue charge for parking? If so, explore discounts or complimentary options.  

6. Venue: 

  • Assess the size of the venue's ballroom to ensure it can accommodate your general session in the desired seating arrangement

  • Will the group need to reuse the ballroom for meals or are alternative rooms available to host meals?  

  • Does the venue have enough meeting space to accommodate all events (breakouts, general sessions, meals, etc.)? 

7. Food and Beverage: 

  • Check if the venue offers in-house catering and whether the menu aligns with your group's budget. 

  • Inquire about policies regarding outside food or beverage. 

  • Will the group have any off-site meals they need to organize? Consider in conjunction with the exploration aspect. 

8. Transportation: 

  • Determine if shuttles will be provided to and from the airport or for off-site events. 

  • Are transportation services easy or difficult to arrange? 

  • Check the availability of public transportation options in the chosen destination (Uber, train, bus, etc.)  

Examining all aspects, from exploration opportunities to weather conditions, will bring you closer to a seamless experience for all attendees. Ready for a new approach? Let us handle the logistics! Contact UMC Support at to begin planning an event that transcends the ordinary. 

Dive into our curated selection of the top 10 Annual Conference planning resources here.


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