Ensuring every detail fits into place is the hallmark of planning the perfect meeting. Attention to details and perfect planning also makes delegates feel that you have made them a top priority.
1. Know why you are Meeting;
Knowing the purpose of your meeting is a vital element of success. It determines the environment that will be needed for the event, the time that needs to be allocated to achieve your goal, the technical and equipment requirements required. For example if you are organizing a training session, will desks & computers be required for each person?
2. Budget for the Event;
Factors to take in to consideration when deciding on your budget will be the number of attendees, logistics of the event, catering & equipment requirements.
3. Know your Requirements;
When you know the type of meeting, you then have to plan the logistics. Assigning one person to look after the planning of the meeting and communication with delegates is recommended. Clear & Concise communication with the meeting venue and delegates is vital in ensuring you are providing exactly what your delegates require. Your requirements will be tailored around the needs of your delegates and what they expect.
4. Determine the Event Logistics;
Room Setup is a crucial factor in planning the perfect meeting. The room setup style depends on the type of meeting being held. Eg: Would you delegate require theatre style for a lecture? Or would a U shape setup suit better for your meeting? A useful tool in deciding is to ask the advice the venue’s conference coordinator as he/she will can recommend and advise. Next, think about the technology and equipment required, will you have guest speaker requiring a Podium and Mic? Will you require a projector for a presentation or internet access?
5. Catering Requirements;
Catering is another factor you have to take into consideration, this will depend on the number of breaks that you intend to take during the day, dietary requirements & menu preferences.
6. Choose the Right Location;
The location applies to all successful meetings. Off site meetings can be a way to encourage creativity & brainstorming. Consider the travel time to the event and how accessible the location is from all routes. Does it provide sufficient Car parking? Does it provide WiFi for your delegates? Are these elements complimentary or will a charge be incurred? What business service will be made available to you such as printing, copying, computer use and faxing? How easy is it to work with the facility? Are their staff as dedicated to achieving your goal as you are? If delegates are travelling from abroad or outside of the city, research and inform your delegates of available airlines, ground transport, routes & directions to the meeting location. Providing your delegates with a map will prove useful for them as they may not be familiar with the area.
7. Plan the Meeting Logistics;
Remember you are not only planning for the day of the meeting but also the pre-meeting & the day after also. Use checklists to ensure nothing is left out on the day and plan a debriefing with your venue coordinator, planners and your company to ensure all elements of the day have been looked after appropriately.
8. The Agenda;
The agenda is the key element to a successful meeting. This tells you when to start, who will speak, allocated break times, and when the meeting ends. You could also allocate someone to take the minutes of the meeting and results of brainstorms for future discussion.
9. Communication;
If your event runs over multiple days it is advisable to meet with your staff and the site coordinator to go over the running order for the day perchance details need to be changed or times need to be revised.
10. Conclude the Meeting on a Positive Note;
It is important that all delegates leave the meeting enlightened and looking forward to attending future meetings. Feedback is a good way of determining the delegate’s impression of the meeting and will give an indication if particular details that could be changed for the next meeting.
1. Know why you are Meeting;
Knowing the purpose of your meeting is a vital element of success. It determines the environment that will be needed for the event, the time that needs to be allocated to achieve your goal, the technical and equipment requirements required. For example if you are organizing a training session, will desks & computers be required for each person?
2. Budget for the Event;
Factors to take in to consideration when deciding on your budget will be the number of attendees, logistics of the event, catering & equipment requirements.
3. Know your Requirements;
When you know the type of meeting, you then have to plan the logistics. Assigning one person to look after the planning of the meeting and communication with delegates is recommended. Clear & Concise communication with the meeting venue and delegates is vital in ensuring you are providing exactly what your delegates require. Your requirements will be tailored around the needs of your delegates and what they expect.
4. Determine the Event Logistics;
Room Setup is a crucial factor in planning the perfect meeting. The room setup style depends on the type of meeting being held. Eg: Would you delegate require theatre style for a lecture? Or would a U shape setup suit better for your meeting? A useful tool in deciding is to ask the advice the venue’s conference coordinator as he/she will can recommend and advise. Next, think about the technology and equipment required, will you have guest speaker requiring a Podium and Mic? Will you require a projector for a presentation or internet access?
5. Catering Requirements;
Catering is another factor you have to take into consideration, this will depend on the number of breaks that you intend to take during the day, dietary requirements & menu preferences.
6. Choose the Right Location;
The location applies to all successful meetings. Off site meetings can be a way to encourage creativity & brainstorming. Consider the travel time to the event and how accessible the location is from all routes. Does it provide sufficient Car parking? Does it provide WiFi for your delegates? Are these elements complimentary or will a charge be incurred? What business service will be made available to you such as printing, copying, computer use and faxing? How easy is it to work with the facility? Are their staff as dedicated to achieving your goal as you are? If delegates are travelling from abroad or outside of the city, research and inform your delegates of available airlines, ground transport, routes & directions to the meeting location. Providing your delegates with a map will prove useful for them as they may not be familiar with the area.
7. Plan the Meeting Logistics;
Remember you are not only planning for the day of the meeting but also the pre-meeting & the day after also. Use checklists to ensure nothing is left out on the day and plan a debriefing with your venue coordinator, planners and your company to ensure all elements of the day have been looked after appropriately.
8. The Agenda;
The agenda is the key element to a successful meeting. This tells you when to start, who will speak, allocated break times, and when the meeting ends. You could also allocate someone to take the minutes of the meeting and results of brainstorms for future discussion.
9. Communication;
If your event runs over multiple days it is advisable to meet with your staff and the site coordinator to go over the running order for the day perchance details need to be changed or times need to be revised.
10. Conclude the Meeting on a Positive Note;
It is important that all delegates leave the meeting enlightened and looking forward to attending future meetings. Feedback is a good way of determining the delegate’s impression of the meeting and will give an indication if particular details that could be changed for the next meeting.
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