Meetings can be a one-off chance to bring a group of key business people together for an important objective.
Getting the meeting room set up right is so important. If the meeting’s objectives are not met because people are uncomfortable, tired or unable to network due to space or timetable issues, then an important opportunity has been lost.
Here are some easy-to-follow tips on creating the right environment for your meetings and choosing the right meeting room set up for your planned activities.
(1) The Guest List: Meeting Size
My golden rule when it comes to numbers is ‘walk before you can run’. If this is your first seminar or you haven’t held one for a while, then keep numbers small. It is much better to run 5 smaller sessions for 12 people, than one seminar for 60 people, where half of them don’t turn up. Keeping numbers low allows you to give very targeted content and is much more personal, with each member of the group feeling more valued. This decreases drop out rate and keeps discussions lively. You can send messages out to larger groups on email, through newsletters or video instead.
(2) The Guest List: Planning Numbers
Follow the “50%:50%:50%” rule. If given sufficient time to diarise a relevant meeting, expect around half the people you invite to give a positive RSVP. From 60 positive RSVPs, the chances are that 30 will show, especially to a free event. As you still need to book and pay for all confirmed attendees, this is even more reason to keep numbers low and maintain personal contact to decrease drop out rate.
(3) Amount of Space
Meeting rooms should be large enough to comfortably accommodate comfortably however many people you expect to attend, including all their equipment (bags, coats, briefcases, luggage etc). Speak to the meeting rooms manager for advice on appropriate space. They should be able to give you detailed information about how much space would be required for meetings with different numbers of people and different seating arrangements.
(4) Best Seating Arrangement for Planning
The best seating arrangement for planning meetings is the ‘horseshoe’ arrangement. If all participants are required to contribute to the same discussion led by a single speaker, the ‘horsehoe’ (with the speaker at the front and everyone in a semicircle around them), allows everyone to comfortably see each other and see the projector screen.
(5) Best Seating Arrangement for Discussions
The best seating arrangement for encouraging networking and interactivity among participants is ‘rounds’, whereby you place small tables seating 6-8 people each around the room. If you’re using a projector for some of the meeting, people will have to adjust their chairs so they can see the screen, so there should be sufficient space for them to do so.
(6) Plan in Networking Time
Allowing networking time before and after your event for networking serves a number of purposes. It allows a buffer time for people running late, it allows you time to build personal relationships before the main speakers begin, and if you present at the meeting, it allows you time to answer individual questions afterwards.
(7) Plan Regular Breaks
For meetings of over 2 hours, we recommend that you take a short break, at least every 90 minutes. Even if people just simply stand up and move around, the physical activity will increase blood flow and oxygenation, which will liven everyone up, help them to re-focus and promote better discussions.
(8) Don’t Sell
It is important to show your audience respect, so if they’ve given up valuable time to come to an event, you must not simply sell to them. Giving them valuable information that is relevant in the current economic climate and is targeted to them is the way to encourage people to return. The time when selling may be permissible is in response to questions asked after a presentation, if you identify a business need from your audience that you may be able to help them with.
(9) Offer Refreshments.
Providing refreshments is not only polite, it can give people an opportunity to network informally together during break times, rather than going offsite to buy food. Many new ideas and new business ventures have begun with a chat over coffee.
(10) Appoint a door monitor.
An appointed door monitor avoids those awkward moments and disturbances when outside noise occurs and everyone jumps up to shut the door (or everyone looks at each other wondering who will), or when new people arrive and don’t know where to sit. The door monitor takes charge of opening and closing the door for temperature control and noise level. This allows individuals sitting near the door to concentrate on the meeting, rather than worrying about the comings and goings of other meeting participants.
If you would like to discuss your meeting requirements, do please give us a call. We have many different types of meeting rooms available at Carrwood Park, and will be happy to chat to you about how we can help make your meetings successful.
