Also, the date on which the survey is launched, so that we can settle on the F2F dates and solicit proposals.
What about a cut-off date of January 31st? Too early? Too late?
I think we've actually planned some stuff as early as October (don't force me to say what year, I just remember it happening) but that seems super early to me.
It's not at all super early. I've planned reunions and conferences, and we usually plan a year out. I get that we can't necessarily do that, but I think a six month window is minimum to get the best hotel and airfare. I'd like to see us planning by the end of November or even earlier.
Serious Eats just posted a sandwich mini-tour of Providence. (I think they're angling for Hec's vote.)
Serious Eats just posted a sandwich mini-tour of Providence. (I think they're angling for Hec's vote.)
Yum! I have not been there yet, but I will have to do some "research".
How about:
October 1 -- Choose date
October 15 -- Chose cities among which we'll vote
October 31 -- Have hotel options ready, or at least with the hotels
November 15 -- Choose city for F2F
I can't say I'm entirely comfortable with that schedule, but we can then not worry about anything during the holidays (including Thanksgiving) and still have plenty of time to arrange the details (such as catering for prom).
I've never planned an out of town activity for large groups, so here, let me show you my lack of experience by asking what incentive the hotels have for giving us a great deal that far out from the actual F2F?
There seems to be a fine line between paying more for the guarantee of space and paying less for fewer options due to availability of space left.
With that said, if January planning is too late, then I'm all for Fred Pete's suggested timeline. Getting stuff out of the way prior to the year end holidays is of the good.
Nicole raises a good point, and I haven't done enough event planning to have any answers. I'm thoroughly flexible on the dates, other than placing as few burdens as possible on people between Thanksgiving and New Year's.
what incentive the hotels have for giving us a great deal that far out from the actual F2F.
Locking in blocks of rooms and meeting space is a pretty good incentive for many hotels. It is different from the one off room rates that shift with time. At least that was my experience when I worked in the industry umpteen years ago.
Is there any chance I could get a "Previously, F2F5" recap? Because I'm a little lost. Where are we in the decision process?
victor, the date is set as the weekend of June 26-27 and the venue will be Providence or Philly. Our pimpers are waiting for offers from hotels before a final pimping, IIRC.
(likely xpost)