The Ultimate Checklist for Planning a Successful Meeting
Let’s face it, planning meetings is hard. We all think we are detail oriented…until you really have to think about the details. Then procrastination comes in and we find ourselves scrambling as meeting attendees are walking through the door. Below is a checklist from a meeting planning expert. Follow these steps and your meeting will feel less stressful.
o If planning a meeting off-site, always to do a site visit. This allows you to correct any potential issues with the meeting room or location.
o Have a checklist ready to go when you arrive to your space and tour the space and make sure you have everything you need (flip chart, print outs, etc.)
o Be sure to book your event space or meeting room a few hours prior to meeting start time to allow for setup and any last minute hiccups that might arise.
o Confirm AV needs with each presenter scheduled on your meeting agenda.
o Check AV equipment the day before, when possible. Remember, just because it worked last week, doesn’t mean it will be working today!
o Be sure to include a RSVP deadline in your communication to invitees; leaving you time to plan accordingly
o When selecting a caterer, think about the different tastes of the group, including diets, likes and dislikes. You don’t want anyone to go hungry or get hangry.
o Confirm headcount and exact food order with catering company, restaurant or event locale within time frame of agreement.
o Have a backup “presentation emergency kit” loaded with batteries, tape, extension cords, a multi-USB port; flash drives, speakers, wireless mouse, clicker, flip-chart & dry-erase markers…etc.
o Use music during downtime when appropriate. This keeps a positive vibe throughout the meeting.
o If hosting a meeting at a hotel or function space, be sure you have a direct line to your event/meeting planner.
o Bring gift cards and/or thank you cards for the staff at off-site meetings. This goes a long way in getting them to respond quickly should you need something on the fly!
I bet there is advice on this checklist you’ve never even thought of. Good luck on your next event!
From: Destinie Ames, Executive Assistant to Paul Damico, Restaurant Group President, Focus Brands