6 - Selection of the meeting site: a touch of Russian roulette

Summary

General considerations

In the selection of a meeting place, the odds for a mishap are probably greater than in Russian roulette, and they grow with the naiveté and/or laziness of the organizers). To avoid major mistakes, it pays to make thorough inquiries about potential meeting sites. The more information you can get, the better. Ask both organizers and participants of recent meetings. Why also ask participants? Because organizers often remain unaware of serious flaws; and, on the other hand, they may be reluctant to admit major mistakes. Of course, the best recommendation for a meeting place is when it is used year after year by the same scientific societies.

Never trust a hotel or meeting facility without a written contract. If they refuse to sign one that is to your satisfaction, thank them for the warning and go elsewhere. Scientists typically totally underestimate the tricks of the convention trade. The example of a contract in Appendix I gives you some idea of what a skillful negotiator can obtain for a major meeting.

Whenever possible, prepare a list of questions and contact by phone the organizer of a previous conference at your envisioned meeting site. Perhaps, you can persuade him to send you copies of his contract(s). If his meeting included exhibitions, also ask about contracts with the decorator and exhibition service (see Section 3.4). Ask the managements of the hotel and meeting site for copies of contracts with previous organizations. Their reactions may be revealing.

Why is a written, legally binding contract so important? The following experience will answer that question.

When I organized a major international meeting, I made oral arrangements with the manager of the congress hotel.