Hosting a meeting can be stressful, even if you are familiar with planning and hosting. There are many loose ends that need to be tied up and if you are presenting as well as planning, it can make your job even more difficult. Here are some tips from our team of meeting planning experts to help you make the most out of your business meeting.
Communication: Keep the lines of communication open between the event facility, yourself and the speakers. This will help ensure that there are no mix-ups. Try to have one point of contact at the facility and one point of contact for you. That way, if there is an issue with anything, the appropriate people are contacted right away without having to make a series of phone calls. Make sure that you have communicated well with any presenters as to how much time they have been allotted and make sure that attendees have a written copy of the schedule for the meeting.
Stick to the schedule: When presenters and organizers do not stick to the schedule, attendees will not stick to it either. It is important to keep to the times that are written down so everyone is on the same page. This will also help the staff at the meeting facility ensure that your meeting goes off without a hitch!
Stay organized: From planning to presenting, staying organized so important. An organized meeting is a successful meeting and an organized presenter is better able to convey their message to the audience. When hosting a meeting, know who your point of contact is. Know who will be presenting and when and know what your schedule is and stick to it! For presenters, prepare what you will say ahead of time and practice if you need to. Be sure to have your notes and use them!
Keep the energy up: We’ve all been to the meetings where it feels like they are never going to end. Make sure you keep your energy level up which, will in turn, keep the attendees energy up! Make your presentation interactive. Ask them questions or encourage them to ask you questions. Use props or hand out candy. This will keep everyone’s interest!
For more tips on hosting or planning a meeting or to learn more about meetings at The King and Prince Beach & Golf Resort, visit our website.