Meeting Planning Checklist
The success of a meeting depends on effective planning.

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Tips for Effective Meetings

The first check on your meeting planning checklist, probably the most important is, of course, making sure that the planning of your effective business meeting is done and done properly and effectively.

Nothing must go wrong, at least not more than the usual 10% and the last thing you and your team need is a boring meeting. You don't want a meeting that didn't reach its goal, that exceeded its budget or that took place in a hotel meeting where the sound was disastrous, the services ineffective and the facilities inappropriate.

Convention Facility Meetings

Planning. The success of a meeting, regardless of its purpose, its size and its goal greatly depends on leadership, planning and team work. Like it or not, there's always a direct correlation between meeting preparation and meeting productivity. 

An effective business meeting depends entirely on a good set of guidelines designed, implemented and revised by a team of qualified, experienced and resourceful meeting and convention planners.

Goals. One of your tasks when planning a business meeting is to determine your goals and then your objectives.

Goals are general intentions and objectives are precise so, ask the right questions and get the right answers, Your actual planning starts when the objectives you need to attain are tangible, definite, measurable, well-defined and listed.  

Rules for Meeting Planning Checklist

Budget. Ineffective meetings are costly. Planning a business meeting requires effective budgeting and negotiating. Anticipate your negotiation tactics and decide on your break-even point. Costs are based on participants, speakers and duration. Prices vary and affordable meetings largely depend on the location, the technology and the facilities.

Communication. Duties and responsibilities need to be distributed to the members of your team according to their specialties and according to the meeting planning checklist that has now been established. 

It is best if you or a member of your team conducts regular and effective staff meetings to discuss the execution and the evolution of each task and each objective and to bring the necessary changes when required.

Location. The location depends on whether you are planning a business meeting, a convention meeting or any other type of bigger or smaller meeting. Accessibility is an important factor and so are facilities. One hour before starting time, have one of your team members verify if the entire layout of the hotel meeting room is exactly right. It's always a safe precaution, just to make sure.

Food & Beverage. It is best to choose food and drinks with the five important key factors in mind. Your budget, your participants, the theme and the framework of your meeting and the current food trends and sensitivities.

Speakers. Determine the specifications of your audio, visual and web requirements, inquire about the costs and find out about possible options or less costly alternatives. Test each piece of equipment, prepare extra material such as batteries, power cords and laptops and get the name and cell number of the hotel attendant.

Entertainment. A dynamic theme brings direction and cohesion to a meeting. Entertainment is not the primary purpose of a meeting but, certain meeting activities can reinforce your theme, increase the participation of your audience, improve communication between participants, revive interest and maintain enthusiasm.

Scheduling Meetings

Evaluation. An evaluation is an ideal way to find out how people feel about your meeting and whether they liked it or not and why. Their comments will help you prepare even more adequately and will enable you to improve your next convention meeting.

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