Meeting Planning Tips

Meeting planning tips are practical information about the organization of your next meeting in Montreal. Just looking all over Montreal to find the right location for a business meeting is time consuming and requires lots of common sense groundwork. Tips are simply a variety of organizational requirements that will help meeting planners manage the main issues of their effective business meetings.

Tasks and Responsibilities

Who is responsible and who will do the work?

The success of a meeting, regardless of its purpose, its size and its target requires leadership and effective planning. An effective business meeting, like any other meeting, seminar or conference requires a supervisor and a planning team.

Objectives

Why are we having this meeting?

The development of a program that will enable you to reach your goals is the most important task and one that takes the longest time to prepare. You begin your planning only when the objectives of your meeting are officially determined.

Budget

What will it cost?

Costs vary widely depending on the importance of your meeting, its location, its program, the speakers, the number of participants, and so on. By planning ahead, by budgeting and by negociating, you can save a lot.

Communications

Who, what, where, when, why and how?

Members of your planning team should meet on a regular basis to discuss the evolution and the implementation of your project. Objectives should be reviewed in the presence of the supervisor, a budget must be set and duties and responsibilities must be attributed to each team member.

Selection and Management of the Location

Hotels, meeting rooms, and where can we park?

The location should be in accordance with your budget, your program and the number of participants. Accessibility is an important factor. The supervisor is responsible for the general planning but, one hour before the arrival of the participants, s/he should be the one that makes sure the entire layout is exactly right.

Food & Beverage

Can we afford a whole meal?

It is best to choose food and drinks with five important key factors in mind: your budget, your participants, the purpose of your meeting, the framework of your logistic and the current food trends.

Audio-Visual Presentations

Who turned off the lights?

Determine the specifications of your audio-visual requirements, find out about the possible options, inquire about the costs, test each piece of equipment, prepare extra material such as batteries and power cords, get the name and cell number of your operator, and find out where urgent help is located.

Entertainment

What about a theme?

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 and maintain enthusiasm.

Evaluation

Great success or never again?

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 along with your own meeting planning tips will help you prepare adequately for your next meeting.

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