If you want to do an executive retreat, you want a location that is more secluded. If you want the people to stay together, you should plan every meal at the location. If you want to entertain guests, then you want a 'greet time' so everyone can interact on a more informal basis. If participants are going to be cut loose at 2 p.m. each day, Downtown hotels near the Gaslamp Quarter or some of the beach properties provide walking-distance access to San Diego's fun spots. Another key is knowing the preferences and lifestyles of meeting participants.
Timing also is key.
The really, really big events are planned years in advance. For example, the San Diego Convention Center has a piece of business already booked for the year 2021. Planning for most meetings starts at least 12-18 months in advance. On the other hand, because the meeting industry is almost anal about looking long-term, if a function comes up that must take place on a certain date in, say, two months, a hotel with available space will be eager to deal, knowing full well its window for selling the room is about to close. Once a meeting's objectives, goals and list of tentative attendees is complete, it's time to start looking for sites.