10 Do's and Don'ts for Planning Meetings
Planning a meeting is a lot like planning a major special event. It's best to start early because the closer you come to the scheduled day, the harder it will be to get everything done.
When putting together a meeting, there are many aspects and details to look at. Everything from choosing a venue to budgetary concerns, to attendees... the list goes on and on.
For an inexperienced planner, not knowing what to do or where to start can be a nightmare. Where does one begin?
Never fear! Kirk Brady, managing director of the Estates of Sunnybrook, has given his recommendations to manage a successful meeting. Here are Kirk's 10 tips to organizing a successful meeting:
- Know your budget and plan well in advance;
- Physically inspect the venue. If you cannot do this yourself appoint someone whom you trust and whose opinion you respect to visit the site;
- Determine the type of meeting you want. Are you looking for formal, high-powered corporate, experiential, relaxed casual or something in between;
- Compile a short list of venues suited to the type of meeting you want. Avoid window-shopping. By dealing with a fewer number of potential venues, the venue staff will become familiar with you and develop a greater understanding of your particular meeting needs;
- Don't under-book! If you are unsure as to the number of meeting attendees consult with your meeting planner. It is usually prudent to settle upon a meeting room slightly bigger than you initially anticipated;
- Remember the needs of a facilitator, a third party consultant who may lead your meeting. They also have very specific and demanding needs. Consult with them;
- Keep in mind parking requirements, proximity to the airport, and accessibility via public transport;
- Anticipate needs well in advance. For instance, will breakout rooms be required? There's a good chance these facilities will not be available at the last minute and could prove embarrassing for both yourself and venue hosts;
- Avoid venues that claim "state-of-the-art" audio-visual facilities but cannot answer simple, basic questions over the phone;
- Keep a journal. After the meeting write down the pros and cons of the venue. Valuable time can be saved when planning future meetings.
In addition to providing tips on successful meeting planning, Kirk Brady oversees the operations of one of Canada's leading social and corporate meeting facilities - the Estates of Sunnybrook.
