So...you’ve
just been assigned the responsibility of planning a business meeting...your
first one. It doesn’t matter how many people will be attending
or how many days the meeting will last. The basics of corporate
event planning are pretty much the same. But what comes first?
The
Meeting Agenda
The first thing you must know is the reason the meeting is being
held, and what the expected outcome is. Only then can you begin
your meeting planning.
The
Meeting Budget
Before you can do anything, you must first know how much money
you have to spend. Knowing your budget will help corporate event
planning variables fall into place, such as:
- Location:
In-town or remote. This can have the greatest impact on facility,
lodging and transportation expenses.
- Facility:
In-house, hotel or resort.
- Equipment:
Yours, the facility’s or outside rental.
- Accommodations:
Single rooms, double rooms or condos.
- Catering:
Sit-down banquet or buffet; beverages; breaks.
- Speakers:
Company or outside.
- Printed
Materials & Handouts: In-house or outside.
- Entertainment:
Golf, casino night etc.
- Prizes
& Gifts: Donated or purchased.
- Transportation:
Auto or air.
Tip:
Always set aside a certain amount of your business meeting budget
(5–10%) for those inevitable unforeseen expenses that will
most certainly pop up along the way.
The
Meeting Date
Have at least two dates in mind: A preferred date and a "just
in case" alternate date. That way, when you start checking
out available facilities, you'll be able to choose the best option
based on the number of people who can attend. Alternate dates
also mean you can negotiate for better prices.
Consider
a weekend. Many companies take advantage of discounted air fares
available with a Saturday night stay. Depending on the location
and/or facility, weekends are often discounted.
The
Meeting Location
On-site or off-site: While holding a business meeting on-site
may seem like the best cost-savings option, on-site business meetings
at offices come with productivity-reducing distractions. Local
business meeting attendees are more likely to run back to their
offices to check email and other messages, and those from out-of-town
are likely to visit other local employees during breaks and other
times. Subtle influences such as office politics and “organizational
baggage” are often hanging in the air, affecting attendee
attitudes. People are normally more refreshed at off-site conference
venues, and able to truly focus on the meeting agenda. Upfront
meeting facility expenses are frequently recovered in increased
productivity.
In-town
or remote: In-town business meetings are almost always more
cost-effective than those held out of town, primarily because
of transportation and lodging expenses. But the benefits of allowing
“locals” to get out of the office on occasion often
far outweigh the expenses, through improved morale and productivity.
Meeting
Equipment
Today’s meeting-room requirements are more than four walls,
a few chairs and a couple of flip charts. Business meeting attendees
are likely to bring laptops to access and present computer-based
information. You will need a means of projecting that information
for presentations to the group. A speedy Internet connection is
becoming a standard. Will videoconferencing tools be required?
Who will provide the equipment? Will you require an on-site technician?
Be
Flexible In Planning Business Meetings
Undoubtedly, something will go wrong. With so many variables and
logistics, some aspects are simply beyond your control. Who knows...your
hotel may be overbooked, the caterers might not show up, or your
main presenter may get re-routed through Canada. The important
thing is to keep your cool. You can reduce headaches by planning
flexibility. Prepare yourself for bumps so that, when they present
themselves, you can calmly address their circumstances.
