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Booking well in advance gives you the most choice. It also gives you the chance to invite your meeting participants well in advance. Don't forget to include any allergies or dietary preferences that the kitchen needs to know about when you register.
Once you know what the exact purpose is, you can also choose exactly the right elements; the appropriate budget, transport, the right type of meeting room and conference seating, fun activities and suitable food and drink.
The clearer you know what you want to achieve from the day - the more likely you are to achieve it! Focusing on what you want to achieve will make the meeting relevant and effective, while also making it clear and therefore more rewarding for the meeting participants.
A soft start, perhaps in the form of a mingle over a cup of coffee or as an exercise around the table, gives everyone the chance to land right and find focus for the day's work. Maybe ask what state of mind everyone is in? Or what they expect to have achieved by the end of the day?
If everyone knows what's on the agenda for the day, especially breaks, it's easier for participants to relax and concentrate on the meeting. There will be a toilet break in 15 minutes!
To avoid participants squirming in their chairs, plan small, short breaks at regular intervals, giving everyone a chance to visit the toilet, refill their coffee, check their email or make a quick call. It is also during these breaks that the oh-so-important informal conversations between participants take place.
Sitting and listening to one person talking non-stop for hours can put even the most committed to sleep. Vary the agenda and alternate between information, group work, small or large workshops, hives (quick reflections, two by two) and different speakers to keep the energy high.
Make use of the technical advantages of the well-equipped conference rooms and make your presentation stand out with colour, shape and sound. Before the meeting starts, make sure you are fully aware of the technology and have time to ask the conference hosts for the help you need. Also, put some extra energy into a well-designed and inspiring presentation that fills in your gaps - not saying the same thing you do orally.
Coffee, water and a snack will keep everyone alert and energised. Encourage more healthy snacks than the usual bowls of sweets, such as a fresh fruit platter.
Whether the activities you choose to include in the day or end the work session are physical or more of a spiritual nature, they are always equally appreciated by the participants. Go back to the purpose of the meeting and you will get clues as to what to do. Only your imagination sets the limits when choosing between different types of competitions, team-building activities or when the goal is to discover something new in a tasty tasting.
When you have a lot of things you want to get done and have time for, it's easy to push your schedule to the limit. When you fall into this trap, you miss the chance to stimulate conversations between people! So plan plenty of time for lunch, between work and dinner, and a hearty breakfast session. In return, your participants will leave the meeting/conference feeling calm, despite one or two days of hard work.
Once back home, the real work begins. Feedback to everyone, thank them for their hard work, confirm what will happen next and feel free to share some great memories, perhaps in the form of a photo gallery on the intranet.
