Big meetings can be nerve-wracking.

Especially if you’re the one who’s responsible for organising it.

 

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Ideally, every little detail from venue to materials, invites to catering should be prepared from the get-go. But the reality is if you have very little experience with planning a meeting, you can lose a lot of time working out the details of the whole process.

This checklist will make it easy for you to go through the essentials and cover all your bases.

Before The Meeting:

First things first. You have to establish a few essentials so you can plan this big meeting accordingly.

  • Pick a convenient time and date for the meeting
  • Confirm the number of attendees.
  • Don’t forget to send a map of the location via email.
  • Finalise the schedule and time periods.
  • Ensure that people are aware of their designated roles (speaker, meeting taker, etc)
  • Determine the budget for the meeting
  • Find and book a venue
  • Decide on a menu and book a caterer
  • Prepare all the equipment, materials and tools needed for the meeting. Having a checklist for this that you can tick off is a big help, too.

Meeting Day

Today’s the big day! It’s important that you’re well-prepared so make sure to get plenty of rest the night before. Now, the goal is to ensure that everything goes smoothly. Sure, there may be kinks along the way, but when you’re well-prepared, you can handle them with ease.

  • Make certain that you arrive at the venue before your guests do.
  • Prepare the venue beforehand.
  • Finalise seating arrangements.
  • Ready all the materials needed for the meeting.
  • Check that all equipment is working. Try to conduct a dry-run if you can.
  • Confirm that all people with designated roles are ready and prepped.
  • Make sure that every attendee has a seat and have their materials on hand.

After The Meeting

It’s not over till’ it’s over. It’s vital to perform these last few steps so you can end the meeting and end it well.

  • Secure the minutes of the meeting.
  • Print them out or send a soft copy to all the attendees.
  • Get the participants’ feedback by sending out a survey a few hours after the meeting.

Infographic checklist for planning a meeting.

 

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