Meeting Arrangements

MEETING ARRANGEMENTS

GOAL: Ensure meeting readiness.
Pre-meeting arrangements are like the foundation of a building. Meeting success depends on good planning. The polished meeting manager has everything "ready to go."
Line up your speakers.

. . . contact speakers as far in advance as possible. Give them a brief overview of your meeting purpose and profile the audience.

. . . be specific. . .
--topic for them to cover
--program time allotted to them
--other tasks you may want them to do, panel discussions, etc.

. . . coordinate handout information the speakers may want.

. . . find out what equipment the speaker wants.

. . . will speakers be joining the group for the meal, if a meal is served?

. . . find out speakers' arrival time. Are they going directly to meeting site?

. . . send a confirmation note (letter or e-mail) to each speaker outlining your understanding of arrangements with them. Include directions.

. . . send each speaker a meeting announcement.

Arrange meeting site.

. . . make all meeting site arrangements including:
--dates
--time schedule
--space needed
--seating arrangements
--food arrangements: meals and/or snacks
--equipment required: tables, chairs, microphones, table coverings, etc.

. . . have an understanding about parking arrangements.

. . . prepare map of directions to site for meeting announcement.

Secure meeting facilitators.

. . . make definite arrangements with co-workers involved for each specific program segment.

. . . be sure all participants have your desired meeting time schedule.

Make arrangements for equipment.

. . . make arrangements for all equipment needed by you, facilitators, and speakers:
--AV equipment
--microphones
--additional tables
--screen(s)
--extension cords
--podium
--easel and markers

Arrange for exhibits and handouts.

. . . make arrangements for exhibits from external sources.

. . . begin preparation of exhibits from your office.

. . . list and order publications and other handouts you intend to offer.

Other arrangements.

. . . meeting announcement; don't "surprise" your secretary at the last minute. Arrange in advance for meeting announcements and their mailing. Establish deadlines.

. . . arrange for meeting publicity.

. . . prepare meeting evaluation forms.

. . .	contact speakers as far in advance as possible. Give them a brief overview of your meeting purpose and profile the audience.
. . .	be specific. . . --topic for them to cover --program time allotted to them --other tasks you may want them to do, panel discussions, etc.
. . .	coordinate handout information the speakers may want.
. . .	find out what equipment the speaker wants.
. . .	will speakers be joining the group for the meal, if a meal is served?
. . .	find out speakers' arrival time. Are they going directly to meeting site?
. . .	send a confirmation note (letter or e-mail) to each speaker outlining your understanding of arrangements with them. Include directions.
. . .	send each speaker a meeting announcement.

. . .	make all meeting site arrangements including: --dates --time schedule --space needed --seating arrangements --food arrangements: meals and/or snacks --equipment required: tables, chairs, microphones, table coverings, etc.
. . .	have an understanding about parking arrangements.
. . .	prepare map of directions to site for meeting announcement.

. . .	make definite arrangements with co-workers involved for each specific program segment.
. . .	be sure all participants have your desired meeting time schedule.

. . .	make arrangements for exhibits from external sources.
. . .	begin preparation of exhibits from your office.
. . .	list and order publications and other handouts you intend to offer.

. . .	meeting announcement; don't "surprise" your secretary at the last minute. Arrange in advance for meeting announcements and their mailing. Establish deadlines.
. . .	arrange for meeting publicity.
. . .	prepare meeting evaluation forms.