When hosting a training event, consider setting up the room in half-rounds rather than classroom style. 5 or 6 chairs on the back side of a round banquet table provides good visibility of the speaker for all, instant discussion groups, and an ambience much more conducive to adult learners.

When your meeting includes lunch, best to avoid heavy pasta dishes if you want your guests to be awake to appreciate your afternoon brilliance.

If you are having materials delivered to your venue, be sure to notify the venue and/or event manager as to the expected delivery time. And always, always, always, put a venue staff person’s name on the package being delivered! Don’t forget your name and company name too, so the materials make it to the right room.

Your PowerPoint document is vital to your presentation…so don’t depend on the compatibility of your laptop with the venue’s projector. Always have a backup…a thumb drive or a flash drive, and absolutely have handouts, just in case. Kind of like carrying an umbrella in anticipation of a rainstorm…

Don’t be hesitant to ask for special accommodations for your guests…a chair without arms for larger attendees, a reserved aisle seat for guests with disabilities, special food restrictions…

Consider providing a meeting agenda to your venue event manager. This sets expectations as to your arrival and departure times as well as food service delivery. The more details you communicate in advance with the venue, the fewer details you must stress about on the big day.

Share your cell phone number with the event manager and be sure to get theirs as well. It’s amazing the crises which can be averted with a quick phone call at just the right time.