Suddenly you're a meeting planner. You may be wondering how you ever got that role, given that your expertise is in science
and sales, not hospitality management. However, when the success of the next advisory board meeting, dinner program or district
meeting relies on you, great meeting-planning skills will pay off. Consider the last meeting you attended that went off without
a hitch, as well as the one that bombed! These are not accidents.
There are three essentials for a smooth-running meeting:
1. Be aware that you are creating an experience for your attendees, not simply an event or a meeting.
2. The impact of this experience will be determined to a significant degree by the venue you choose. Like it or not, the quality
of the room, the food and the creature comforts are remembered long after the content of the meeting has been digested.
3. How you interact with attendees as a host or hostess will dramatically affect their experience.
A smoothly run meeting in the right setting puts your physician or co-worker audience in the right frame of mind – positive,
receptive and loyal to you and your organization. If you consider key factors, ask good questions and remain prepared to adjust
to last-minute changes, you'll be able to achieve the same great results that professional meeting planners do. And you'll
be able to relax, knowing the meeting will achieve its goal.
Five key factors for successBefore you automatically e-mail the same hotel you last used, consider the following important factors:
- The goal of the meeting: What do you want attendees to do or believe as a result of this meeting? What are the desired outcomes?
- The audience: Who are they and what do they want and need?
- The presenters: What is their level of experience both in their topics and in public speaking?
- The budget: Are you working within a limited budget?
- The time frame: How long is the meeting? How long do you have to plan it?
Meeting checklist
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The meeting goal is critical. While business presentations appear to be informational, what's really happening is much more complex. Ideas are being sold.
Relationships are being solidified. Conflicts are being aired. Objections are being tested. What is the "real" goal of your
meeting? Is it a scientific presentation on a new product? Is it a platform to allow comfortable networking or enhance the
image of your company? Or is it an exchange of information among peers?
One thing is key: While some attendees will remember the information, they will all surely remember the experience of the
event. How they are invited, greeted, seated and fed is key to ensuring that the goal of the meeting is met. You are the one
who has to impress on the hotel or restaurant the importance of your meeting, its attendees and the role the venue plays.
Leaving this up to the hotel or restaurant takes it out of your control. When errors happen, you will be evaluated poorly, not the location.
Therefore, it is important to know why you want these attendees to come and ensure that everything surrounding the meeting
furthers this goal.
The audience makeup is important. Audience size, makeup and mind-set are all important. Consider whether the audience members are new or whether they are
familiar with your organization. Also, the size of the audience can dictate the majority of venue decisions.
