If the venue is not at your place of work you need to ensure that you inform everyone isd aware of all the details.
- That people attending the meeting are aware of the venue.
- Aware of the date and time of the meeting. do not assume that people will know.
- You should give them clear instructions on how to get there
- Advise them if there will be a fee for car parking
- Advise them if lunch/evening meal will be supplied
- Advise them the time of the meeting – when it starts and finishes and if all day
what time the lunch break will be at.
THE MEETING ROOM
- Always make sure that the room is big enough to hold all everyone attending the
- If there are only a few people attending the meeting you should opt for a
smaller more intimate room – a few people in a big room can be sometimes
- Always have a table for people to sit around – there is nothing worse than people having to write notes on their laps.
- Is the table big enough to sit everyone?
- Are there enough chairs to sit everyone?
- Can everyone see the Chairperson from where they are sitting?
- Can everyone see the flip chart/screen from where they are sitting?
- Is the ventilation good? If there are a lot of people in the room ventilation is very important – can you open the windows, or is there air conditioning available? If there is air conditioning make sure you know how to operate it.
- Know where the emergency exists are – and inform everyone at the START of the meeting.
ITEMS NEEDED FOR THE MEETING ROOM
- You will need to supply paper and pens for everyone. Don’t relay on them bringing their own stationery.
- An agenda (even if you have sent an agenda out beforehand – people will forget and then start asking for a copy – be prepared have extra copies available.)
- Flip Charts / overhead projectors / computer connections. Always make sure when booking the meeting room that these will be available.
- A meeting that lasts about 2 –3 hours does not need to have a break.
- A meeting that lasts up to 4 hours should have a 15 – 20 minute coffee/tea break.
- A meeting that is all day should have a coffee break morning and afternoon and a
lunch break in the middle of the day.
- It is a good idea no matter how long or short the meeting to have a supply of
water on the tables and perhaps some mints or fruit sweets. This helps keep people rehydrated and keeps them alert.
- If you are having your meeting in a hotel or a meeting venue check with them
before the meeting to see if coffee/tea is included, if not you may have to make a separate order for this.
- If you are responsible for booking the meeting always ensure that you arrive early to check that everything is available that you require. You should have
everything in order ready to start approximately 10 minutes before the meeting.
This will give you a few spare minutes to take a deep breath before the meeting
Being well prepared for a meeting will get it off to a good start go smoothly and therefore run to schedule.