Successful meetings do not happen by chance. There is nothing more critical to the outcome of a meeting than knowledge, experience, and, of course, proper planning. Keep these things in mind when planning your next corporate event.
What’s the point?
If you do not have a story to tell, a desired outcome or a memorable experience, all of your planning will be wasted. If you plan a meeting without knowing its purpose, participants will walk away unsure why they attended.
Know what you want to accomplish — education, sales, motivation or a new product launch. As an attendee, do you see yourself bored, distracted or cynical of the information? Consider different communication methods — moving people to interactive spaces or to outdoor environments, or mixing them into small groups opens their minds to information-gathering.
Think about experiential meetings in which attendees participate in the learning firsthand and develop interaction opportunities.
Details, details, details
It’s easy to overlook the details, but being meticulous in planning is vital to success. The smallest mistake can turn an otherwise successful event sour.
For example, when planning a symposium for information technology specialists, choose a location that has the latest technology available to provide them with the best possible hands-on experience.
Timing is everything
Research the time and date of your event carefully, reviewing the industry background. Picking a date at random can hurt your turnout or annoy participants who have to attend regardless of when it is.
Check industry events and tradeshow schedules to make sure there are no conflicting meetings. If the industry typically rolls out products in February, that’s not be a good month to schedule.
Destination nowhere
When choosing a location, factor in issues like available technology and the surrounding area. Make sure your location provides access to major highways, hotels and extracurricular activities.
If you want a centralized location, find one that is the right size to handle your group. A location that is too big could dwarf and lessen your conference if other events and activities are simultaneously booked.
Too small of a property may not be able to service your needs. An environment that allows your group flexibility in meeting space and services always provides a better venue. Another viable approach is hosting regional meetings that can be connected with state-of-the art videoconferencing and distance learning capabilities.
A meeting with thoughtful planning and viable content in a dynamic environment presented in an interesting way provides the framework for a lasting impression and positive change.
After all, what was the meeting about anyway? Jeff Butler is business development and IT coordinator for Auburn Career Center’s new Technology Learning Center in Concord Township. The center will open in May and will serve as Northeastern Ohio’s center for professional development, and provide global conferencing, distance education, wireless connectivity and other high-tech communication and educational services. Reach Butler at (440) 357-7542, ext. 382.
