Today's corporate meetings frequently combine business sessions with leisure activities. This kind of meeting stimulates teamwork and builds camaraderie. Activities such as golf tournaments, fly fishing clinics, softball games and bowling are increasingly popular. For this reason, meetings are often at resorts, backcountry lodges or on cruise ships. Attendees appreciate the convenience of a nearby golf course, health club or spa, which saves time and eliminates the need for transportation. In Idaho, resorts such as Sun Valley, Elkhorn and Coeur d'Alene frequently are used. Out of state, Las Vegas, Lake Tahoe, Napa Valley and Scottsdale are popular.

In addition to planning leisure activities, many corporate meetings are unique theme events, with food, decor and entertainment used to create the atmosphere that is required. An 'around-the-world' event, with cultural food, decor and music, is one example.

In addition to the challenge of finding a unique venue with the necessary facilities and amenities, there's the added need to find a place that provides all the necessary business conveniences, such as modem lines, voice mail and audio-visual equipment.
 
 
Professional planning

With all the details involved in planning a successful corporate get-away, many companies have found it worthwhile to hire professional planners. In Boise, Meeting Systems Inc., provides this service. The staff of the 10-year-old company has more than 40 years of combined experience in the travel industry.

Although Meeting Systems does not get involved with the actual content of the meeting, the staff handles the logistics for off-site corporate meetings that last 1-4 days and involve group activities such as golf, dinners and theme events. The staff gathers information from clients such as budget, number of attendees, what the company has done in the past and the objective of the meeting.

An added benefit of using professional planners is that it covers all the insurance and taxes, including workmen's compensation insurance for all its on-site staff and complete insurance coverage for all clients at each event.

"Hiring a professional meeting planning company is like hiring an entire temporary employment agency without the 'temporary' approach," said Teri Belle, founder and owner of Meeting Systems Inc.

Another benefit of outsourcing is obtaining better rates on everything from hotel rooms to food to renting audio-visual equipment. For example, Belle said many companies think their corporate rate with a hotel chain is the best rate possible, but often this is not true. That's because corporate rates are for single, one-night sleeping rooms, which is different from negotiating group rates on room blocks, as well as food, beverages, equipment rental, porterage and meeting room fees.

"With our knowledge of the industry and our negotiating skills, the money we save our clients will almost always cover the expense of our fee --- and that does not even address the cost of the time it takes to plan all the logistics," Belle said. "Company meetings are an investment for success, and company meetings are expensive. All corporate managers realize that a return on this type of investment is an absolute necessity. Therefore, why would a company risk planning a mediocre meeting that is somewhat successful when they can outsource this task to a professional meeting planning company?"

Besides seeking remote locations and unique events, more clients are planning meetings that include spouses --- a trend that had disappeared for several years, according to Belle. In the future, Belle believes the inclusion of spouses --- as well as families --- will increase. ---TP