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Customer Relationship Management - brief history and benefits
Customer Relationship Management (or CRM) puts the customer at the centre of all activities within a company. We well know that with the beginning of e-commerce comes the e-customer. So, a customer relationship management solution helps the...
Debt Management in the UK
Debt management, as defined in the UK, is a course of action where a reduction in repayment amount and/ or interest charges is negotiated with unsecured creditors, when you are no longer able to meet your repayment requirements. For some...
Effective Time and Records Management Means Maximized Profitability
Of all the concerns in today's fast-paced business world, time- management has to be among the most crucial. The smallest error in our records can throw off the timing of your entire day, or worse yet, lose us an important possible sale. As...
The Difference Between Typical Project Management And Six Sigma Project Management
The Project Management Body of Knowledge (PMBoK) became an accepted standard (as established by the Project Management Institute) that is still widely used in many industries around the world. At a basic level, many of the methodologies...
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Modern business faces complex problems; management often calls upon highly-specialized consultants to help them address these difficult problems. If you're ever called to help identify these most pressing issues, one of the easiest and quickest ways...
 
The Seven Keys to Successful Offsite Meeting Management

A large offsite meeting is very much like a stack of dominoes. If one of those dominoes should happen to fall, the entire row simply collapses. Similarly, if you miss one critical detail, your offsite meeting can quickly unravel into complete chaos. For this reason, offsite meetings require careful planning in the preliminary stages and effective management at the meeting venue itself.

The following organizational tips should help you to keep calm focused and collected on the meeting day.

  • Arrive early at the venue. Give yourself plenty of time to have adjustments made to the room set-up and display if necessary.


  • Agree on a plan of action before the meeting day itself. Review all crucial details with participating staff. (Who is handling the registration process? How many volunteers do you have? Whom are your volunteers assigned to?) Also make sure that your staff knows the venue address, directions and time expected to arrive.


  • Designate a point person from your organization to coordinate with venue management, direct volunteers and manage any displays or additional set-up required. If you have multiple contacts from your organization at the venue, make sure that responsibilities are clearly defined. (For example: Bob will coordinate with the audiovisual technicians to make sure the sales presentation is up and running. Mary will oversee the distribution of presentation materials.)


  • Find out who your own contact will be on the meeting day itself. The manager that you initially dealt with may not be the same person assigned to your event. Make sure that venue management is fully aware of your agenda. For instance, if you neglect to make clear that you are planning a forty five minute speech between the time your lunch buffet is set up and actually served, you may wind up with a dried out and very unappetizing meal.


  • Make sure that facility management is aware of any outside vendors or deliveries (flowers, audiovisual equipment etc.) expected, so that they can tell you the best way to enter the building. This information should be communicated to your vendors before the meeting day.


  • Have a well thought out check in


    process. This is especially important if you are dealing with a large volume of people. You may want to consider the following questions:


    • -How will guests be checking in? Alphabetically? By name? By company?
    -How can the registration tables be placed to decrease congestion?
    -Do you have enough staff on hand to check attendees in quickly and efficiently?
    -Have you evaluated the facility layout? When attendees first arrive, is it immediately apparent where they need to go? If not, you may want to station a few volunteers to direct traffic.

  • Prepare a packet of all relevant information for yourself including:


    • -The name and phone number of your venue manager.
    -A copy of your catering and venue rental contract.
    -The names and phone numbers of your vendors and time expected to arrive.
    -A copy of vendor agreements and contracts, so that they may be easily referenced.
    -A roster of all volunteers with phone numbers and tasks assigned.
    -Your complete meeting agenda.

    Having this information on hand will allow you to retain control over the meeting management process and more quickly deal with any crises that may arise.

    Coordinating hundreds or even thousands of people for an offsite meeting may seem like an insurmountable obstacle. However, with just a little bit of strategy and organization, you can significantly cut down on the confusion factor and run your meeting smoothly and effectively.

    To sign up for Eleganza's free email mini course, "Spectacular Meetings, Conferences & Events", please click here.

    Click here to subscribe to Eleganza's free newsletter!


    About the Author

    Andrea brings over ten years of experience from the hospitality and events industry to the table. In addition to being the founder of Eleganza Meetings, Events and Conferences Inc., she is also the author of All About Small Business,a resource site for small business owners and entrepeneurs

     

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    Agency of the US government tasked with Disaster Mitigation, Preparedness, Response & Recovery planning.
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