Don't forget to make it attractive. Winter in Austin, Texas is usually more appealing than Chicago. Even if the event is held locally, the same rules apply. Dover may be a viable option. Before making telephone calls, learn how many session rooms and meals the meeting requires.
Facilities can usually supply approximate capacity information.
Ask the salesperson about other events being held at that same time. No matter how interesting the speaker, irritating noises will interfere with the meeting's message. This is the hard part. Heart-healthy choices and vegetarian options are a must. Prior to the event, some planners send note cards requesting menu preferences so their culinary bases are covered.