Free Essay

Meeting Destination

In:

Submitted By Cenethia
Words 556
Pages 3
Date: February 1st, 2012

To: Janet Snow, Chief Executive Officer

From: , Administrative Assistant

Subject: Meeting Destination

Our 12th annual Recognition and Training Retreat is quickly approaching and location is still a factor. We have set a date of March 19th- March 24th. I have researched three major cities in the US as potential locations to hold the event. Given the fact that we are located in 25 states I felt it was important to review three cities across the US to give a fair recommendation. I selected the following states: * Los Angeles, CA * Cleveland, OH * Orlando, FL

After carefully consideration of all three cities I would like to recommend Orlando Florida as our 2012 training and recognition program destination. To support my decision I factored in climate, location, convenience and cost. Cleveland Ohio is centralized in the US and would be a fair meeting ground in regards to commute. Cleveland also offers some of the most affordable lodging. According to hotelfinder.com the average room cost is approximately 170.00 per night which is within budget. Unfortunately Cleveland did not deliver in the weather department. According to weather.com there is a 70 percent chance of rain and strong winds the day of the event. The potential of inclement weather may create transportation issues which can delay trainings and other events. Based on the unpredictable weather, we must rule out Cleveland Ohio.
The next city reviewed was Los Angeles. Los Angeles has some of the most fascinating attractions and fantastic weather. There are several facilities located in downtown Los Angeles where our guest could stay. I reviewed the weather and the climate appears idea. The biggest issue we face is cost. After reviewing several online transportation sites unfortunately LA is the most expensive location. The average hotel stay is 289.00 per night according to Expedia.com. Unfortunately if we choose to stay in Los Angeles we will have to reduce the amount of training programs that we have as simply cannot afford to pay for airfare, lodging, and training cost. Based on overhead cost it is my recommendation to rule out Los Angeles leaving the wonderful city of Orlando.
Orlando Florida has everything that we are looking for. The transportation and training cost is approximately 20 percent lower than the expenses we would incur to have the event in Cleveland. Our company also receives additional discounts if we choose to use the hotel facilities to conduct our training. By conducting the trainings in the hotel we will save additional money. The hotel also offers shuttle buses to several times an hour to any location in a 20 mile radius. The hotel offers daily breakfast and evening refreshments.
The final cost for 100 people in Orlando for seven days turns out to be just 96,000. This is 23 percent lower than Cleveland.
The anticipated weather for Orlando is a comfortable 76 degrees and partly sunny arriving and staying round this temperature for the entire training week. Our employees will benefit as well. More than 60 percent of our employees are located in the South Eastern part of the country. I recently took a survey asking the 100 employees which location would they prefer and an overwhelming 83 percent recommended Orlando as well. Given the cost, weather, and employees Orlando is the destination of choice.

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