Events which large companies, groups of people or groups that come together for a specific purpose are referred to as meeting events. Meeting organizations must be impressive in order to make a positive impression for your company, your employees and even more importantly, your invitees. This organization must be attentive and impressive not only for this reason but it is also very important in order to achieve productive results.
As important as the meeting management is for a successful and productive meeting, the organization of the meeting is also important. While the management of the meeting shall be carried out by the chairperson of the meeting, the organization of the meeting carried out by the secretary. All the tasks that need to be done before, during and after the meeting are those that are included in the organization of the meeting.
In order to organize a good meeting, there are some important points to note beforehand. To summarize them briefly;
- What kind of meeting will be held, who will host the meeting, who are the participants and their titles? The answers to these questions must be learned in a detailed manner.
- By whom and how will the participants will be communicated, and who will inform them? Who will send the invitation to them and will it done by phone or mail? A clear decision on all these issues should be made.
- Where will the meeting take place? You must have full knowledge of the address. You must be absolutely sure that the meeting room is available at the meeting time. All risks should be considered in this regard and risky choices should not be made.
- What is the date and time of the meeting? How long will the meeting last? In the light of this information, agendas should be checked and any conflicts that may be experienced with other meetings should be avoided
- The suitability of all participants and attendance to the meeting should be confirmed.
- Will there be a break during the meeting and, if so, what will be served to the participants? All of these preliminary preparations must be completed.
- The time needed for food to be served during the meeting must be determined in advance. Hence there wont be any delays during the meeting.
- Will there be a lunch/dinner organization afterwards? If so, location, number of people and menu information must be obtained in advance.
- Will there be any catering during the meeting? If so, who will serve? The departments and persons providing support in this regard should be contacted in advance and the process should be organized accordingly.
As mentioned at the beginning, especially in big meeting events; achieving a positive outcome is as important as managing the meeting. For this reason, you should have prior knowledge regarding the venue where the organization will take place and communicate with reliable and high quality venues. This is how you can eliminate the risk of negative consequences during the meeting.
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