Posts Tagged ‘meeting planning tips’

5 Tips for A Successful Meeting Presentation

Monday, June 30th, 2014

Meeting Space at The King and Prince

 

Presenting at a conference or meeting can be stressful. Here are some tips to help make your next meeting more productive and stress- free!

Practice, practice, practice- There is nothing worse than an unprepared or unorganized presenter! Don’t let all of your time and energy be in vain. Practice what you are going to say before hand. Make sure you speak clearly, are able to get all of your points across and that you finish up in the time allotted to you.

Keep it short- Make sure your presentation is no more than 20-30 minutes long. If you speak for longer than that, you run the risk of losing the group’s focus. If you have more to say, you can break your presentation into two sessions. Give them a small break in between to get up, stretch and grab something to drink. A well planned presentation should not last longer than 20-30 minutes.

Incorporate multimedia- Change up the “usual” presentation. Add a short video that is relevant to what you are speaking about. YouTube has an endless supply of these. If you are using PowerPoint, add some photos!

Encourage participation-  Although this may not work for all meetings, sometimes it is good to ask for participation from the attendees. You could start off your presentation with a question and ask them to answer it. Or, at the end, you could ask if anyone has anything to add or any questions that you could answer.

Recap your key points- Doing a recap of your key points or ideas is a good way to wrap up a presentation. It re-focuses the group and emphasizes your key points. It is a simple way to bring your presentation to a close while giving relevant information.

 

The Meeting Planner’s Speaker Presentation Checklist

Tuesday, March 18th, 2014

Travel hiccups notoriously prevent meeting planners from walking a speaker through the presentation or having a run through before the actual event. With so much going on during a conference, some details tend to fall by the wayside. Refer to this cheat sheet to ensure a successful presentation for your speaker:

Prior to the meeting, coordinate details with the audio visual team. To ensure that everyone on the production end of the meeting is on the same page, be sure to provide the audio visual engineer with the agenda, so he or she will understand the order of speakers and meeting flow.

  • Help your speaker understand their audience. For example, their knowledge level regarding the topic, their seniority, demographics, etc.
  • Review staging details. Does the speaker plan to walk around or remain seated? Whatever the case, make sure the speaker knows where the cameras are. If the speaker is presenting amongst a panel, make sure everyone knows the order and protocol to prevent any communication confusion. Moreover, if there are any technical limitations, make the speaker aware of such information (for example, a glitchy microphone or teleprompter).
  • Have a backup plan. Technology issues, last minute cancellations or other unforeseen events can be surmounted if there is a solid backup plan in place.
  • Be clear about the speaker’s time allotment. Use a countdown clock so the speaker will be cognizant of timing.
  • As hybrid meetings continue to rise in popularity, be sure to allot enough time for the interactive elements of the presentation. Consider audience involvement and visuals during rehearsals.
  • What happens after the speaker’s presentation? To help the speaker conclude with a smooth transition into the next segment of the meeting, remember to describe the closing sequence.
  • Provide feedback. Talk to your audience and provide your speaker with feedback – this can only help to improve future sessions!

Do you have any success tips or prep steps to a seamless presentation? Let us know in the comments!

Deconstructing a Potential Meeting Venue

Tuesday, February 11th, 2014

Meeting planners know all too well the importance of manning even the tiniest of details. Sometimes, it’s easier to rely on trusted relationships and what’s familiar by booking the same meeting venue year after year. But, finding a new venue can be easy if you ask all the right questions. When it comes to evaluating a new meeting venue or site to host an annual conference or corporate event, here’s how to test a good site from a basic one.

Questions to consider about a potential meeting venue:

  • What are the meeting venue’s top qualities?
  • Is it located in an urban environment, a unique environment, or in a centralized location?
  • Does the conference center boast any amenities, such a spectacular view or some type of sporting activity?
  • What is the parking situation?
  • Is it close to a tourist attraction?
  • Is the conference center known for anything in particular?
  • Are there any activities that the hotel is famous for?
  • Are there any area events that are going on around the same time as the planned event?
  • Does the venue meet your technology specifications?

Since many of today’s meetings involve multiple uses: email, social media, downloads and more, meeting planners are having to delve into speed, capacity and bandwidth issues.

Free wireless connectivity is relevant only if it has the capacity to fulfill the technology specifications of your conference.  Kristi Casey Sanders of Plan your Meetings recommends the Ookla Speedtest to test network performance.

In Georgia, off of the Atlantic Ocean, St. Simons Island is an idyllic place for conferences and annual meetings. With its dependable temperatures, golf opportunities, historical roots and a slew of other outdoor activities and restaurants, the meeting venue favors plenty of things to do and see without making it too overwhelming for meeting planners to coordinate.

On St. Simons Island, The King and Prince is proud of the award-winning meeting spaces available on the property. Plus, the assortment of accommodations appeals to attendants, who might have varying budgets and lodging requirements.

While the location of a meeting venue influences its convenience, transportation and parking are just as important. In New York, conference attendants may find flying in town convenient but cab fares, and the cost of parking and other transportation inconveniences are not always the best place to host conferences.

Consider cities where parking costs are economical. Also, consider meeting venues and hotels where parking costs are reasonably priced, making it convenient for meeting attendants.  Don’t forget to evaluate the distance from the airport to the meeting venue.

As with planning any conference or meeting, rates influence the budget. When reviewing pricing, ask for a comparison of the venue’s packages vs. à la carte rates. Refer to this example of a meeting planning package.