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The 'Perfect Meeting' Checklist

16/06/2009

The ‘Perfect Meeting’ Checklist

We have over 10 years experience helping businesses organise and run their meetings and training courses. Over this time we’ve learned a great deal about how to ensure meetings run like clockwork.

Here we share our 20-Point ‘Perfect Meeting’ Checklist. This plan will help you avoid the pitfalls and obstacles to holding a successful and effective meeting.


A few days before the meeting

  • Call the meeting room venue to re-confirm your booking and to provide an update on delegate numbers and refreshment requirements.
  • Ensure the venue has a copy of the delegate list so that access to the building can be pre-arranged.
  • Make sure all attendees know the location of the venue what time the meeting is scheduled to start. The venue should be able to send you a detailed map.
  • Plan your own route to the venue carefully and check to see if there is adequate parking facilities.
  • Consider how the room layout will effect your meeting. Boardroom style encourages formal discussions; U-Shaped allows for full group debates; Cabaret is ideal if you want people to work in smaller groups; Classroom style would suit sessions geared towards learning and note taking; Theatre is most efficient for presentations and ‘Ask the Speaker’ Q&A sessions.
  • Compile an agenda  - What aims do you hope to achieve? What topics do you need to cover? What time do you plan to finish? Have you allocated times for breaks / lunch?
  • Email the agenda to all delegates to keep everyone informed of the day’s events.
  • Print all relevant handouts required on the day and if possible arrange for them to be delivered to the venue the day before the meeting.
  • Sequence your PowerPoint presentations and ensure all graphics and moving images are functional. If using OHP, are your slides clear and readable?

On the day of the meeting

  • Arriving 30-60 minutes prior to the start of the meeting allows you time to make any last minute arrangements.
  • Provide reception with a hard-copy of the final delegate list.
  • Make ‘comfort’ adjustments to the meeting room if required e.g. Is the air conditioning too high / low? Is the lighting adequate for people to see presentation?
  • Re-read / rehearse your presentation if necessary. This will give you a chance to check your notes and make any last minute alterations if you aren’t entirely happy with what you have.
  • Check any visual equipment that you will be using is working correctly. For example, is your laptop connected to the projector properly?
  • As your delegates arrive at the conference venue, greet them warmly to put everyone at ease.

During the meeting

  • Assign someone to take the minutes and record action points. A chair person needs to ensure the agenda timings are kept to.

After the meeting

  • Ask all attendees to complete a feedback form on the day’s meeting. This information can be invaluable for future reference so take the time to read each individual form.
  • Follow up any questions from the meeting that you weren’t able to answer on the day. Delegates will appreciate the time and effort you have shown to meet their needs.
  • Type up all notes and minutes compiled throughout the session and distribute amongst attendees. If there are action points make sure these are clearly communicated; who is responsible for the action, what is the next step and when is the deadline.
  • Complete summary report for your peers on what was achieved – What points did you cover? What went well? What could be improved on in future meetings?

Follow these 20 tips and you should have a highly effective meeting.

Need help with you next meeting?
Our dedicated meeting room advisors would be more than happy to assist. Call us today on 0800 634 6346 or check current meeting room availability online