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Making Meetings Easier
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• Organizing your management team

• Ins and outs of location selection

• Organizing your responsibilities

• Working with your venue's event planner

YIKES! You’re the meeting planner and “they” have given you almost no information. Not to worry, here’s a roadmap to your responsibilities. By breaking them down into categories you move ahead on one when you’re blocked on another.

When is meeting to be held? – Lock down the date(s) as soon as possible since every thing else hangs on this fact

Who is attending? – Start gathering contact information on all attendees now.

Site Selection/short list – Create a list of possible locals and the available sites. Narrow it down to a short list. Then visit every venue on the list. Have a check list with you that notes critical details… size and condition of rooms, restaurants/bars and pool. Access to transportation, pleasing décor, etc. Also check for other meetings being held at the same time, possible construction, and any other issues of concern.

Make Site selection – If people will be staying over at the hotel start working out room assignments for attendees.

Notification – Make sure all attendees know dates and time of meeting and room arrangements. This can be a moving target so start working on it as soon as possible.

Travel Arrangements – Confirm when each attendee will be arriving and how. If transport will be needed from airport or train station make arrangements for pick ups

Food - .If everything else is perfect and the food sucks…. they’ll never let you forget it. Work closely with hotel on all details of food service.

Speakers and Entertainment – This set of arrangements comes with its own set of land mines. Everything from time slots, to audio equipment, to meeting agenda and food service may need to be coordinated. Above all rehearse with all equipment in the meeting room.

Audiovisual Equipment – Ta Da! That is covered in depth here on the web site. Take a look. If you’re not using the company’s equipment, you can often rent from, or through, the hotel.

Recreational Activities – If pool activities, tennis or golf, or a fun run are part of the activities make sure the courts are reserved, tee times are set up, etc

Gifts and Awards – Make sure you line up and order or purchase as soon as possible, Especially if they need to be personalized. Like certificates. Or, if you need one for everybody.

Personnel needed to help you – By now you know this sounds like a good idea. Try to free up somebody else from the company early-on so they are aware of all the details.

Our book "How to Plan and Book Meetings and Seminars" goes into a lot more depth and detail on what problems to expect in each of these categories.
Click here for order info.

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