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:
- Prizes & Gifts:
- 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 Brazil. 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. |
