4 Ways To Make Your Meeting Planning Process More Productive
Jun 25, 2012 by DeDe Mulligan

productiveAre you saddled with more responsibility and have less time to accomplish each task? Or are you planning more meetings but with the same amount of staff? Do you wish there was a way to make things simpler and more productive? Read on…because there is!

One of the reasons planning and coordinating meetings takes so much time is because we are not asking enough questions from the start. Choosing the right partners and establishing the correct meeting parameters can make the difference between an "amazing" or "awful" event for the attendee.

Here are some simple, yet very important, things to look for when planning your next meeting or conference:

  1. Is the venue serious about booking your business?

    Are they returning your calls and emails promptly? Answering your RFP on time? Providing you with anything you need to move forward with contract signature? If your phone calls or emails are not returned within 1-2 business days and the venue is not answering your RFP or follow up questions promptly, they are not serious about your business. Work with someone who is responsive and professional.
     

  2. Is the space distraction-free? 

    Even though a venue has several meeting rooms, that doesn't mean the rooms are sound proof. If you are running an education session in one room and there is an awards ceremony in the next, your attendees will become distracted by the noise level and your speaker will be agitated they are left to compete with clapping hands. Although, you cannot stop the facility from booking business next to your room, you can put in the contract that the meeting must be "of similar design". 
     

  3. On the site visit, check out every little detail regarding the meeting space.

    How much natural light comes into the room? Are there any distractions attendees will see while looking out the windows, such as construction or an outdoor pool with lots of people in it? Natural light is important but having a serene setting to look at is also vital. 

    Are there any visual obstructions, such as pillars? Having a clear line of sight to the speaker will keep the attendee focused. 

    Are the chairs comfortable? Ask for ergonomic chairs if you anticipate participants sitting for a long period of time. 

    Do you have your own thermostat in the room and can you control it? Setting the room to 70 degrees when you arrive onsite is optimal. Individuals have a hard time learning when the room is too cold or too hot. Sharing a thermostat with an adjacent room is not the answer either, since your attendees may require a different setting than theirs. 
     

  4. When renting audio visual equipment, make certain you understand what you are renting and the partner providing it. 

    Is the PowerPoint presentation equipment up-to-date and fully maintained? What about other interactive technology tool rentals? Are they state-of-the-art? Since AV is the heart of most presentations, having certified and reliable AV technicians that work for a sound organization is going to be key to your meeting success.

Are you event planning in California? Look no further than AV Event Solutions to provide you with all your conference services needs. They have state-of-the-art equipment, technicians and project managers to make certain every event is very productive and successful for you!

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