{"id":2522,"date":"2019-07-16T10:38:28","date_gmt":"2019-07-16T15:38:28","guid":{"rendered":"https:\/\/www.gtitravel.com\/?p=2522"},"modified":"2019-08-01T10:34:32","modified_gmt":"2019-08-01T15:34:32","slug":"planning-group-business-travel-event-timing-everything","status":"publish","type":"post","link":"https:\/\/www.gtitravel.com\/planning-group-business-travel-event-timing-everything\/","title":{"rendered":"Planning a Group Business Travel Event? Timing is Everything"},"content":{"rendered":"
<\/a>Excited about organizing an upcoming business travel event?\u00a0Business\u00a0events<\/a>\u00a0require a lot of planning. How long before your event should you start planning? Planning should begin at least 18 months before you arrive on-site for your group event.<\/p>\n Eighteen months prior, you should develop a budget, begin\u00a0to look into group hotel rates, airfare, rental cars\/transportation, event space, catering, insurance coverage, and other essentials. To find\u00a0cost-saving travel solutions<\/a>, you need to stay ahead of the game. After selecting\u00a0 the\u00a0final date, time, and location, discuss a potential theme with fellow managers or coworkers. Large event? Arrange for the event planning assistance you need at this time as well, bringing aboard an extra set of hands for each additional 25 people attending.<\/p>\n Sixteen months before your business travel event, you should reserve lodging for your event with the help of your\u00a0corporate travel company<\/a>. At this point, you should have a good idea of what this event will cost your company. If you are advertising your event to outside parties, now is the time to set the marketing into motion.<\/p>\n If you will be inviting guest speakers or entertainment to your event, this is the time to confirm their attendance. At this time, you should also finalize the necessary food and beverage needs of your group. Devise a floor plan for your event space, denoting seating, staging for entertainment, and exhibit space. Don\u2019t forget to include spacing for food and beverage stations, and ample space for the lines in the event of a buffet. Design event announcements\/advertising materials for print, and schedule the rental and setup of AV equipment.<\/p>\n18 Months Before Your Event<\/strong><\/h1>\n
16 Months Before Your Event<\/strong><\/h2>\n
12-14 Months Before Your Event<\/strong><\/h2>\n
6 Months<\/strong><\/h2>\n