We are getting up to plan a company gathering. I have never planned a meeting this large before. Are there any resources or check lists you know of to help guide? It will be based out of NYC so I am starting my search at coworking spaces. Just any advice or thoughts would he appreciated. Headcount will be around 40.

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I think you need to first find places that will accommodate a large group due to Covid restrictions and locations having limited staff. Maybe start with restaurants or venues with private rooms and then take it from there? Have yourself a “must have” list available so you can quickly decide if a location is suitable or not.
Maybe a nice hotel can host?

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I recently did an event with 50 people at the Hilton garden inn in their ball room. The room was sufficiently large to have everyone social distance but still be able to see the presenter. Please do keep AV in mind when looking at spaces Especially if you will have anyone participating remotely. However, even if you don’t 40 people spread out will be hard for them to see a presentation on anything smaller than a projector screen and hard for them to hear without a PA system.

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Is there an agenda yet? How many hours will you be in the space? Do you want round tables or classroom style set up? Definitely need to consider AV needs. Will you need catering? At the very least there should be coffee (including decaf), tea and water.

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Start with Convene. If they have the space it will make your life so much easier and the spaces tend to be nicer and more cost effective than many of the older hotels. On hotels though the dream hotel has a very nice street level space with natural light and a great event production team we have used before. Happy to help you think through the details further if you want. Just reply back. I do this a lot and have for a long time for groups of 7-100.

Yes, I’ve used Convene and they’ve been terrific. The food has been excellent, the staff very accommodating. If you go to a hotel find a room with windows, don’t use one of those rooms in the basement of the Sheraton where people feel like they are locked away.

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