2. Determine the number of attendees, any special requests, gender & age mix
3. Identify a few dates that will work to host the meeting
4. Plan ahead & contact the event venue to ensure space
5. Visualize every detail of the business meeting from start to finish. Outline and define a schedule for the day: meeting start and end time, breaks, lunch, dinner, etc.
6. Outline all food & beverage needs. Be sure to account for meal times.
- breakfast (30 minutes)
- snacks (15 minutes). I recommend providing a minimum of coffee and water for your attendees in the meeting space.
- lunch (45 minutes to 60 minutes) lunch buffets are great for business meetings; buffets provide a variety of food and can speed up lunch service.
- cocktail hour (30 minutes to 60 minutes)
- dinner (45 minutes to 90 minutes)
- Conference or hollow square- great for interactive discussions and note-taking for small groups
- U-shape- great for groups smaller than 40 attendees. This setup works great for groups that will be interacting with each other, but will also have a leader that speaks from time to time.
- Theater- this setup is ideal for large lectures that will require little note-taking
- Classroom- this setup is ideal for large lectures that require note-taking
- Will you need a podium?
- Will you need a microphone?
- Will you need flipcharts?
Consider all of these details and plan ahead. You'll be sure to host a successful and focused meeting!
All the best!