Meeting Control

MEETING CONTROL

GOAL: An organized, worthwhile meeting.
Maintain friendliness and the optimum learning environment, have expert information by credible speakers, leave no questions unanswered, and don't let the meeting drag.
Opening the meeting.

. . . start the meeting on the advertised time.

. . . be friendly and open; make your audience feel welcome and comfortable.

. . . do a brief program overview stressing program importance and relevancy.

. . . make announcements pertaining to the day's schedule and last minute changes.

Meeting evaluation.

. . . explain meeting evaluation forms and their importance at the start of the meeting.

. . . specify when and how to turn in evaluation forms.

Program timing.

. . . stick to your program time but never let audience feel rushed.

. . . before meeting, remind speakers of their allotted time as specified when arrangements were made for them to participate.

. . . work out method of signaling each speaker with 5 and 1 minute warnings. Audience should not be aware of these signals.

. . . occasionally speakers get bogged down by audience questions. Be prepared to step in and "rescue" the speaker; suggest the availability of the speaker after the program for further discussion.

Program problems.

. . . glitches will occur in spite of careful planning; Murphy will be lurking close by.

. . . it serves no useful purpose to let your audience know about problems. Work around problems in a quiet, orderly way.

. . . never let on that program is running late. Work out these problems quietly with speakers.

Speaker introductions.

. . . be complete but long introductions are not necessary or desirable. Tell audience five things about the speaker:
--who they are
--where they are from
--what they do (including title)
--what gives them the qualifications to speak on their assigned subject
--end by saying "Please welcome '_______' speaking on the topic '________'.

. . . place yourself in an inconspicuous location to give time warning signals to speaker.

EFFECTIVE MEETING CONTROL
OPTIMIZES THAT TEACHABLE MOMENT

Speaker concludes.

. . . thank your speaker by name.

. . . comment on speakers' message as related to meeting purpose. Allow speakers to feel the endeavor was worth their time and effort.

. . . move along to next speaker or activity.

Breaks, other than meal.

. . . seats get hard, an uncomfortable student is an unhappy student.

. . . breaks are important to keep audience alive and interested

. . . consider two kinds of breaks:
--major: the mid-meeting type of 10-15 minutes with snacks
--minor: the get-up-and-stretch for a moment or two between speakers.

Weather moving in.

. . . occasionally a major winter storm moves in on that date you selected three months previous. Keep abreast of the weather forecast for possible effects on your meeting. Discuss the situation with speakers early on. You may have to alter the meeting plan.

. . . the most dangerous time for travel in on the head end of the storm. Should a major snow begin during the day of the meeting be prepared to cut short and allow the audience to depart before accumulation begins.

Pre-meal announcements.

. . . keep announcements brief but understood.

. . . be sure meal arrangements are clearly understood.

. . . tell audience what time you expect to continue program after the meal.

Meal breaks.

. . . a meal break, if not properly controlled,will mess up a meeting schedule.

. . . have meal breaks on time as worked out with the site representative.

. . . be sure to reinform site representative of time you want your audience finished.

. . . five minutes prior to next segment circulate word that meeting is about to continue.

Closing the meeting.

. . . at closing time audiences will "turn towards home" in their minds. No use delaying their departure with needless prattle and detail.

. . . the five important closing tasks are:
--thank speakers and others who played important roles
--thank commercial exhibitors
--collect meeting evaluation forms
--briefly summarize the meeting in terms of your meeting purpose
--thank your audience for attending and wish them a safe trip home.

. . . close your meeting on the advertised time.

. . .	start the meeting on the advertised time.
. . .	be friendly and open; make your audience feel welcome and comfortable.
. . .	do a brief program overview stressing program importance and relevancy.
. . .	make announcements pertaining to the day's schedule and last minute changes.

. . .	explain meeting evaluation forms and their importance at the start of the meeting.
. . .	specify when and how to turn in evaluation forms.

. . .	stick to your program time but never let audience feel rushed.
. . .	before meeting, remind speakers of their allotted time as specified when arrangements were made for them to participate.
. . .	work out method of signaling each speaker with 5 and 1 minute warnings. Audience should not be aware of these signals.
. . .	occasionally speakers get bogged down by audience questions. Be prepared to step in and "rescue" the speaker; suggest the availability of the speaker after the program for further discussion.

. . .	glitches will occur in spite of careful planning; Murphy will be lurking close by.
. . .	it serves no useful purpose to let your audience know about problems. Work around problems in a quiet, orderly way.
. . .	never let on that program is running late. Work out these problems quietly with speakers.

. . .	be complete but long introductions are not necessary or desirable. Tell audience five things about the speaker: --who they are --where they are from --what they do (including title) --what gives them the qualifications to speak on their assigned subject --end by saying "Please welcome '_______' speaking on the topic '________'.
. . .	place yourself in an inconspicuous location to give time warning signals to speaker.

. . .	thank your speaker by name.
. . .	comment on speakers' message as related to meeting purpose. Allow speakers to feel the endeavor was worth their time and effort.
. . .	move along to next speaker or activity.

. . .	seats get hard, an uncomfortable student is an unhappy student.
. . .	breaks are important to keep audience alive and interested
. . .	consider two kinds of breaks: --major: the mid-meeting type of 10-15 minutes with snacks --minor: the get-up-and-stretch for a moment or two between speakers.

. . .	occasionally a major winter storm moves in on that date you selected three months previous. Keep abreast of the weather forecast for possible effects on your meeting. Discuss the situation with speakers early on. You may have to alter the meeting plan.
. . .	the most dangerous time for travel in on the head end of the storm. Should a major snow begin during the day of the meeting be prepared to cut short and allow the audience to depart before accumulation begins.

. . .	keep announcements brief but understood.
. . .	be sure meal arrangements are clearly understood.
. . .	tell audience what time you expect to continue program after the meal.

. . .	a meal break, if not properly controlled,will mess up a meeting schedule.
. . .	have meal breaks on time as worked out with the site representative.
. . .	be sure to reinform site representative of time you want your audience finished.
. . .	five minutes prior to next segment circulate word that meeting is about to continue.

. . .	at closing time audiences will "turn towards home" in their minds. No use delaying their departure with needless prattle and detail.
. . .	the five important closing tasks are: --thank speakers and others who played important roles --thank commercial exhibitors --collect meeting evaluation forms --briefly summarize the meeting in terms of your meeting purpose --thank your audience for attending and wish them a safe trip home.
. . .	close your meeting on the advertised time.