Why Are You Holding a Meeting? 7 Super Steps to Keep Your Team Focused on the Reasons Why
May 08, 2013 by DeDe Mulligan

steps

When was the last time you inquired about "the why" of your event or trade show? Sure, sure there are the basic responses such as education and networking. But with more virtual opportunities available to meet, your stakeholders are going to focus on bottom-line revenue and quantifiable opportunities associated with your face-to-face meeting. 

Here are 7 sequential steps that will help keep your team engaged, attendees happy and sponsorship dollars flowing:

Super Step #1: Identify the WHY

Put together an air-tight case as to why attendees need to come to your meeting versus getting the information via a conference call, video broadcast or email campaign. Keep drilling down until you have excellent reasons and can articulate those reasons to everyone involved in the meeting. 

Super Step #2: Identify the HOW

This is where you spend most of your time. Figuring out the logistics of the event from the meeting space to renting audio visual equipment. This is your "sweet spot" and often times, it is where you shine. But your team needs to move beyond this point in order to be successful by addressing the five remaining items. 

Super Step #3: Develop specific GOALS

Now that you have the why and how out of the way, your team needs to identify concrete objectives that are tied to  the meeting. Without goals, your meeting is like a ship without a rudder. Yes, you have the boat (attendees) in the water (meeting). But you have no destination, so you will not know whether or not your meeting is a success. 

Super Step #4: Measure PERFORMANCE

Here are three examples of measurable goals: 

GOAL: 90% of your attendees evaluate your meeting while they are at the meeting. By asking questions displayed on the PowerPoint presentation equipment, you can easily capture their responses with Audience Response System rentals

GOAL: Eliminate 85% of the paper at your meeting and to be viewed as a green company. Rent iPads for your attendees and load program materials, speaker bios and sponsorship information onto them. 

GOAL: Have 75% of your attendees to register for the conference on-line. Put together a plan to promote this concept. You will know whether or not your met your target by conference start. 

Super Step #5: Improve EFFICIENCIES

By setting goals and measuring your success/failure of those objectives, you set your team up to evaluate what is working and what is not. If something is working very well, you don't have to expend your energy in that area. Conversely, by knowing where your meeting came up short, you can brainstorm about ways to make the next conference better. 

Super Step #6: Meet the DEMANDS of Attendees, Sponsors and Exhibitors

All of the above tips lead to knowing your audience very well. What is important to them and what is not. Now, your team is primed to know how to deliver a knock-out meeting to your stakeholders and you have the data to support the changes to management. 

Super Step #7: Get RESULTS

At the end of the day, everyone connected to your meeting wants more of something. More attendees. More leads. More business. With the logistical approach of these steps, you should be able to get the results that your team desires. But this is not a one-time process. You need to complete this process for each and every meeting you plan. 

AV Event Solutions, now part of the SmartSource Rentals family, is focused on making your next meeting, event or trade show a super success. Start the process today by filling out their Express Quote form and an experienced Account Executive will get back to you within four business hours! 

 

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