Planning Your First Business Meeting

Are you planning your first business meeting and(Check about microphones and podium
want to ensure you cover all your bases? Don'tpreferences.) Be sure to find out this information
run around like a crazed wedding planner. Have awell in advance so you can make the appropriate
strategy and stick to it.arrangements.
First, set the date and establish the agenda. It'sTest all equipment prior to the start of the
important to prepare the agenda well in advance.meeting. If at all possible have a techie ready to
You want to ensure everyone has a chance tohandle any snafus that might occur.
look it over to get prepared and give you feedSupplies
back on areas that might need to be included. InHave name badges, pencils, pads of paper and
preparing an agenda, envision the purpose of theother necessary meeting supplies available.
meeting. How long will it last? How many speakersAre documents required? Will there be handouts
presentations will there be? How will the meetingand materials that need to be prepared?
progress? How will you reach your goal for aHave them done well in advance in the event of
successful and productive meeting?errors.
Second, set a time for the meeting to begin ANDAssistance
end. It is imperative that you keep the meetingHave a person sitting outside the room for the
on schedule. You can always go back and revisitcheck in.
unresolved issues as time permits.Distribute materials or documents at check in and
Third, find out who needs to be invited to theregister attendees.
meeting. Identify people who must be there toSecure someone to take notes before the
accomplish the purpose of the meeting and includemeeting starts.
people you may need to invite because of theirIf you plan to tape the proceeding tell everyone
status. Make this step easier by setting up aup front that you are recording.
meeting notification procedure whether is by emailRefreshments
or regular mail. Attach the agenda to the note soHave water, juice, coffee and tea available. If the
everyone is on the same page from the start. Bemeeting covers a mealtime, you will also need to
specific if there is homework or advanceprovide food. Make the arrangements in advance
preparation for the attendees. Ask all participantsand have it delivered to the meeting so as not to
to respond to ensure everyone has received theinterrupt the flow. Keep special dietary requests in
communication.mind. It's always best to order a couple of
Finally, pay attention to the details and logistics.vegetarian items.
This is where a checklist pays off:Breaks
Selecting the room and accommodationsDepending upon the length of the meeting one or
Where is the meeting being held? Is it readilymore breaks may be required. Be specific about
accessible (wheelchairs or disability access,the time allotted for the break and resume the
comfortable room with plenty of sating?meeting on time whether all the participants have
Check the temperature. There is nothing worsereturned or not.
to dampen a meeting than a comfortable room.No matter how well prepared you are there is
Identify where the rest rooms are. Locate a placealways some unanticipated problem. Don't let it
where people can store briefcases and luggageget you flustered. Roll with the flow. If you have
should they be traveling to attend.used these guidelines, you can feel confident that
Make sure there are plenty of seats with roomyou have done your homework. If something
to spread out especially if this is a "working"does go wrong, be on the ready to fix it quickly
meeting.and quietly. And remember, anything can happen
Will you need a translator/s?even to the most seasoned meeting planner. Use
Equipmentthe event as a building block to future successful
Will you need AV and presentation equipment atmeetings.
the meeting? Will the presenters need the same?