You’re a meeting planner and you’ve just been tasked with planning a conference in Lynchburg, VA. For the sake of this blog, I’ll assume you don’t live in Central Virginia though the tips below will be helpful even if you do live here.

1. Site Selection
One of the most important aspects of a successful conference is a great venue. Of course you can Google conference or meeting facilities in the area, but that doesn’t always give you a full picture of what’s available. Rather than contacting each hotel/conference facility directly, consider touching base with the Lynchburg CVB. They can provide you with a meeting planner guide and can assist you in sending out an RFP to sites within Lynchburg City. And their services are free.

Here is great start at putting together your site visit checklist!

2. Off Site Dining
Most likely a good portion of your meals will be at the conference venue. Should you opt to have networking dinners or a dine around event, numerous restaurants in the Burg can accommodate groups (with reservations). Here are just a few non-chain restaurants for your consideration:

• Charleys – a Lynchburg favorite for more than 20 years. Includes varied menu, reasonably priced, good service and a full bar. Ask for the french onion soup and anything on the Classic Charleys menu and the Flower Pot for dessert. Private room available. Graves Mill exit of the Lynchburg Expressway.
• Depot Grille – in an old train station within a stone’s throw to the James River. Casual atmosphere, generous portions, and it’s all good. Good beer selection and full bar. They’re committed to downtown and include a list of things to do on their website.
• Isabella’s – good food, great service, separate room for larger parties, an extensive wine list. Try the lobster or the soup of the day. Evening specials are always tasty! Free wifi makes it great for lunch meetings as well.
• La Caretta – because sometimes you just want a little Mexican food and the margaritas aren’t bad either. Very casual. Multiple locations so choose the one closest to your conference site.
• Main Street Eatery – a downtown Lynchburg classic. Worth the trip for the dessert cart alone! This would be best for a networking dinner, rather than a large group because its smaller in size. Not in quality.
• Meriwethers – Try the roasted red pepper & crab soup and the shrimp and grits. Home of an award-winning wine list, a full bar and a private dining room. Located in Boonsboro Shopping Center. Online reservations are available.
• The Neighbors Place – in Wyndhurst, this is a favorite for its Cajun Neighbor and the martini bar. Fire pits make outdoor seating cozy, even during cooler weather. Private room available.
• Shoemakers – fine a la carte dining in the newly renovated Craddock Terry building downtown. The extensive menu also includes a large selection of beer, wine and martinis. Banquet rooms are available. Downtown on Commerce Street. Online reservations are available.
• Waterstone Pizza – large open atmosphere with mouth-watering pizzas. Salads are delicious and are big enough for two. Hand crafted draught beers, nice wine selection. Ideal for several smaller groups rather than one large group. Downtown, Jefferson Street.

3. Speakers/Workshops
Lynchburg is home to a host of speaking talent on a variety of subjects from anger management and leadership development to sales in the business jungle, life/work balance and social media for today’s busy professional (and a pretty substantial list of faith-based/motivational topics too). As a former staff person with the Lynchburg Regional Chamber of Commerce, I can recommend many professional speakers that just might be what you’re looking for! Name your topic and email me for ideas/names. I’m sure I can help you connect with someone!

4. Event Promotion
Once you’ve nailed down your venue, take advantage of online resources to promote your conference beyond last year’s attendees and your existing targeted prospect list. Sites like Upcoming and Google Calendar are great places to start. Don’t forget to include an event listing in LinkedIn as well! Consider using eventbrite for online registration if you don’t already have that capability.

Let me know how I can help you with your next conference in the Burg!

If you were offering feedback to a conference planner, for a conference in Lynchburg, or elsewhere, what tips would you offer?

Creative Commons photo from Flickr by A Little Black Cartoon Bat.