Planning a Meeting in New York State: Step-by-Step Process

checklist on a wooden table If you’re the one in your organization in charge of coordinating meetings and events, chances are you spend a lot of time researching venues, destinations, transportation, and all the other components involved in meeting and event planning.

You probably have a well-established process for coordinating all the details, especially if you’ve been in the event planning role for a while. But as event planners ourselves, we know that sometimes coordinating all of those details yourself can get tiresome.

Why not join forces with a knowledgeable partner to plan your next event? At New York Meetings, we love partnering with experienced event planners to coordinate successful, memorable events.

New York State Meeting and Event Planning: What To Expect

Thinking of hosting your next meeting, conference or athletic event in New York State? Wondering what the process would be like if you were to work with us?

Here’s what to expect when it comes to the meeting planning process when you work with New York Meetings!

Step 1: Browse New York Destinations

New York State is unique in that it offers a wide variety of destinations. From the ocean to lakes, cities to suburbs, mountains to plains, New York has it all.

As for venues, you can find a plethora of those throughout the state as well. From convention centers to quaint meeting spaces to athletic arenas, you’re sure to find what you’re looking for in NYS no matter what type of event or gathering you’re planning.

Start by getting to know New York’s destinations to get a sense of which locations might be most appropriate for your next conference, meeting or athletic event.

Step 2: Submit an RFP

Next up, choose the NYS destinations that you think are best suited for your event.

With so many great locations to choose from, it might be tough to choose only one – we know that first hand! That’s why we’ve made it easy to submit an RFP to multiple destinations at once.

You can quickly and easily submit your meeting specifications and requests for proposals to numerous NYS convention destinations via our website. Check out our Send RFP page for more details, and to submit your details!

Step 3: Choose Your Destination

Once you’ve submitted your RFP and learned a bit more about what the New York State destinations still in contention have to offer, it’s time to choose your destination. Based on your needs and meeting specifications, we’ll help you narrow your choices to find the spot that’s best suited for you.

Step 4: Collaborate With Us To Plan the Perfect Event

Finally, it’s time to get down to business in terms of planning the actual event!

When you work with New York Meetings, you have an ally in the location you’ve chosen who knows the area inside and out. You’ll gain access to insider knowledge so you can feel confident that your choices make the most sense for your attendees and the event type you’re hosting.

Our destination marketing organizations throughout New York State offer a variety of services. We can provide assistance and recommendations when it comes to hotels and accommodations, meeting spaces and venues, caterers, transportation services, attractions, and more.

While services may vary by location, no matter which NYS destination you select you’ll have a valuable partner at your side as you coordinate your event.

Don’t Coordinate Your Next New York State Event Alone! We Can Help!

Whether it’s your first time planning a convention or event in New York State or you’ve planned events in our state before, our network of destination marketing organizations can help you take your next event to the next level.

We’d love to partner with you to make the planning process as smooth and stress free as possible, while ensuring your event is one that attendees won’t soon forget.

Interested in learning more about what New York Meetings has to offer when it comes to event planning services in NYS? Connect with us on Facebook, or check out the top 3 reasons you should work with New York Meetings to plan your next event in NYS!