In the business world meetings are a vital component and so needs proper planning to avoid an unproductive outcome? Invest some time and plan a productive session. It ensures that every purpose gets fulfilled as planned. Think carefully at what you need to achieve from the meeting and who the participants are.
You will also need to consider a location for your meeting. You can choose a chateau offering Bromont Mountain view from the hotel’s window. It sounds appealing! The hotel has great accommodation for rooms and condos, which is useful for your international attendees.
Tips to plan a business meeting
Determine the objective and participants
The meeting goal has to be clearly stated concisely. It helps to communicate crucial information, resolve issues, make decisions, and assign actions. Objective defined concisely in steps help meeting organizers to identify who will be the participants that will help to fulfill the goal.
Set an agenda
An agenda will help participants to prepare for the meeting. The agenda includes a topic list or every goal in the objective to be covered. Which participant will present the specific information along with time estimate for discussing each topic along with start and finish time will be defined in the agenda?
Schedule the meeting
It is tough and gets more difficult when more attendees get added. You will also need to check with the potential hotel for availability on the date you are about to finalize to avoid the confrontation of non-availability. Sometimes you need to schedule a date that is convenient for the most crucial participants and requests others to reschedule their diaries.
Notify the participants
Inform the participant about the meeting goals, date, time, and even the location in advance [a week is better]. It helps them to prepare for the discussion properly. Reminder alerts can also be sent a few days and hours before the meeting.
Tips to look for in a meeting room rental
- The location has to be geographically accessible for every participant.
- The décor and ambiance of the space set tone for the meeting, so choose an inspiring space including stylish furniture setting and appropriate lighting features.
- The meeting room has to be away from noise and distractions, so never ignore acoustics.
- The conference room has to accommodate the expected participants with ease.
- If there are to be presentations then ensure the room has a projector. You will need to make arrangements if the meeting room rental has no projector.
- Other arrangements you will have to consider are flip charts, whiteboards, and speakerphones for remote participants.
- Food and drink arrangements if the meeting is expected to last all day.
Proper planning will help your business meeting run smoothly!