For Meeting Planners

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Meeting Planners' Guide

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Meeting Planners' Guide

1. Determining whether or not to have an event

2. Once the decision to meet is made

3. Selecting a speaker/speakers

4. Setting the agenda and communicating

5. One week prior to the event

6. Let the fun begin

7. Now what???

Determining whether or not to have an event

Many of us have attended a conference that has become a life-changing event. Unfortunately we have also been in meetings that provided limited value. Meeting planners face unique challenges in designing an event that will increase the likelihood of success.

A meeting planner can eventually save themselves time and save their company money by doing the proper planning prior to an event. Consider the following:

What is the intended outcome of this meeting? Steven Covey, author of Seven Habits of Highly Effective People, describes this stage as “Begin with the end in mind.” If this meeting is to be deemed successful, exactly what would the result of this meeting be? How will you determine whether or not you have received an adequate return on your investment?
Who will be in charge of this meeting? Who will determine whether or not this meeting is a success and what the content will be? Make sure these people are kept informed through the process.
Clearly identify your target audience. Create a clear picture of whom you would like to attend and what their biggest challenges are today. The more you can clearly identify the person you are catering to, the more likely you are to design a meeting that will speak to them specifically.
Consider how this meeting fits into the company vision and the current strategy. What will the theme of this meeting be and is it consistent with the vision and strategy?

Once the decision to meet is made

Now the comprehensive advanced planning begins. There are several logistical issues to consider prior to each meeting. When planning a meeting consider:

Put together a planning team. The team size will vary depending on the size of the meeting. The meeting team should include people with strengths that compliment each other (i.e. at least one detail oriented person, one person that is great at putting together marketing materials, etc.).
Create a written budget for the meeting. Determine what portion of the meeting expenses will be borne by the company and what will be contributed by sponsors/vendors. Check budgets from prior meetings to confirm that budget is realistic.
Have a written checklist of the necessary duties. Have clear accountability for each duty assigned to only one person to eliminate miscommunication. A specific time-line should be developed for completion of each task.
Where is the most convenient location? Off-site meetings provide less distraction than meetings at company facilities. If the meeting will pull people from a large geographic area, contemplate what area would be most central. Consider cost of meeting rooms as well as hotel rooms that may be needed.
When would be the best date for the meeting? Consider events that may already be on the participants calendars as well as holidays and times when most people take family vacations.
What company leaders should be in attendance at the meeting to provide additional credibility and reinforce the message long-term.

Selecting a speaker/speakers

Finding a person that is willing to talk is seldom difficult, finding a person with something worth hearing is another matter entirely. Each meeting you sponsor either adds to your credibility with the audience or reduces it. Factors to consider when choosing speakers/presenters for your meeting should include:

Select your primary speaker by determining who will best help you accomplish the identified outcome. What person has credibility with your audience? Who will most likely provide you with the desired return on investment by inspiring the desired change among participants.
Will the speaker being considered be available pre-meeting? An exceptional speaker will request information about your company to provide a customized presentation.
Ideally, the speakers will be in attendance at the entire conference to “tie-together” ideas from previous sessions as he/she speaks. A speaker that doesn’t run out the door after their program is more likely to have credibility with the audience. His/her attendance at additional functions allows participants the opportunity to get additional information to implement ideas learned.
An exceptional speaker understands that in order to maximize the opportunity to affect others they should be available after the presentation. Speaking is a process not a program. After a program the speaker should offer a debrief session with the meeting planner to identify ways to assist in further education.
A speaker with reference tools that reinforce the message will add tremendous value. Utilize the speakers book, articles, newsletters, etc. to assist attendees in follow up actions after the meeting.
Determine what the investment is for the speaker’s fee as well as additional expenses that are to be covered by the company and/or sponsors.
Determine what equipment your speakers will need. Will they bring their own laptop and Power Point presentation? Will they have a backup in case of technical difficulty? Confirm whether they prefer a standard microphone or a lavaliere microphone.
Once a speaker is selected confirm who will make the travel and accommodation arrangements. Make sure the meeting planner and the speaker both have the information.
Educate the speaker on how his/her topic relates to the other speakers. Provide him/her with a clear agenda which shows where his presentation is in the program and confirms the exact amount of time allotted.
Speakers are selling one thing; a return on your investment. A speaker must be able to consistently deliver an exceptional program. The speaker should be experienced enough to adapt their program based on “last minute” issues. Your speakers should partner with you to assure the success of your meeting.

Setting the agenda and communicating

You may want to consider having two sets of agenda. One with times listed (for the planning team and speakers) and one without. This allows for tweaking the program during the day if necessary. Considerations when preparing the agenda include:

Have a clear theme and make it well known. See that the agenda, decorations, marketing communications, etc. all include the theme of the meeting.
Obtain biographies from each of your presenters. Each person that considers attending your meeting must be “sold”. Provide them with enough information about the meeting, speakers and topics in advance to allow them to determine that your meeting is worth the investment of their time and/or money. Send a “save the date” communication in advance as well as additional marketing.
If possible, having meeting participants register electronically. Keep an organized list of participants including their contact information.
Save some punch for the end. Longer meetings may not be well-attended by the end of the day. One way to tackle this is to allow each speaker to provide a 1-2 minute preview of their program at the beginning of the day. This allows each presenter an opportunity to “sell” sticking around for their program.
Give ‘em a break. There should never be any session that lasts longer than two hours. Even if the presentation is wonderful, the length of time with be distracting. Breaks can have tremendous value in that participants will build important relationships and often learn from each other.

One week prior to the event

It is now gut-check time. The planning team should convene to make sure that everything is going as planned. Things to consider at this stage include:

Check with the facility to update them on the number of attendees expected. Give them specific information on the desired room layout as well as the placement of any vendor booths, food tables, etc.
Have the facility confirm that an audio-visual person will remain in attendance throughout the entire meeting. Ask that the A/V person be in the meeting room at least one hour prior to the meeting time to do a sound check (confirm each meeting time).
Confirm food service/catering details including times to be served and quantities.
Contact each presenter to make sure that they are familiar with their travel plans and have a copy of the current agenda. Confirm the exact title of each presenters program and determine if handouts will be needed. Provide an emergency contact phone number to each presenter (preferably the meeting planners cell phone number) and obtain an emergency contact number from the speaker (preferably their cell phone).
Send an electronic confirmation to each presenter of the logistics: exact location and date of meeting, time of meeting including a current agenda, name and address of the hotel they will be staying at, confirmation number for that hotel, confirmation of the flight number and airline they will be arriving on, verify that arrangements have been made for transportation to and from the airport (if flying in).
Pack an event kit to include things that could be needed at the last minute. Include tacks, extra batteries, tape, markers, etc.
Is there any last minute factors that could change the dynamics of the meeting? Inform the speaker of any unusual conditions or company changes?
Prepare handouts, name tags, printed agendas, etc. for the meeting.
Send an electronic reminder of the meeting to participants. Make sure that this reminder is sent to registered participants, potential participants, all presenters as well as company leaders. Directions to the meeting and appropriate attire should be included on this notice.

Let the fun begin

The big day has finally arrived. It is time to enjoy the program. Last minute items to check include:

Test audio-visual equipment an hour prior to the scheduled event. Make sure there is adequate space for speakers to move without tripping on wires, etc.
Make the meeting fun. Have a table set up for registration of participants. Have name tags prepared in advance and make see that everyone in attendance is provided a name tag. Greet people by name and provide them with clear next steps (i.e. after you have your name tag we have refreshments inside on the back wall – the meeting will begin at 9:30 a.m.).
Look for loners. Not everyone is comfortable attending meetings. Seek out persons that appear to be less comfortable and make them feel welcome.
Company leaders should be in attendance and network throughout the breaks. The meeting has much more credibility if the leaders are reinforcing ideas learned and getting additional ideas from attendees during the meeting.
Stay on schedule. Often this is a huge factor in whether or not a meeting is a success. Assign a time-keeper to politely see that the meeting stays on track. Give them an agenda with specific start and end times for each section of the program. Make sure every presenter is aware of the time that they will be beginning and should end.
Never leave the lectern unattended. An audience is confused when a lectern is left empty and it can be very distracting. Each person speaking should remain at the lectern until the next person has arrived to provide a fluid transition.
Vendors should receive the credit due. Make sure the sponsors of the meeting are acknowledged and provided with adequate opportunity to network prior to or after the meeting.
During any question and answer sessions make sure that the presenter repeats any questions prior to answering them. This assures that everyone in the audience is able to clearly understand the question as well as the answer.
Expect surprises. There has never been a meeting where everything has gone exactly as planned. Don’t allow the unexpected to throw you off. More often than not, your attendees will roll with the flow as long as you do.
Help the meeting with clear next steps for yourself. If you have promised the participants additional information, confirm what they will be receiving.
Provide participants with clear next steps. They are more likely to implement new ideas if they have two or three action items clearly identified.

Now what???

The fun is over. The work is almost over. In some ways it has just begun. Post-meeting considerations should include:

Keep a folder that has all information regarding the meeting. Include copies of all communications, time-lines, speaker details, etc. Samples of previous programs may be helpful to you in the future.
Review your budget to see where there may have been miscalculations.
Send thank you notes to staff, vendors, facility contacts, speakers and company leaders that made your meeting a success.
The meeting team should debrief. There is always room for improvement. Contact several meeting participants to confirm “what worked” and “what didn’t”. Share this information and document this information as learning’s for future meetings.
Extend the success of your meeting by reinforcing the concepts learned in communications to participants.