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Meeting Architecture Process
Documents
Maarten Vanneste
DOC: CHECKLIST HISTORIC DATA
Pre invite communication Give-away, Room gifts Evaluation results
Invitation Theme, logo, ... Budget
Conference package Video (opening, etc.) Website
Syllabus PowerPoint template Discuss, prepare the upcoming meeting
Program Pictures, video, drawings, Post meeting education or Follow up
Handouts Text report Other…
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DOC: CREATE THE MEETING OBJECTIVE TEAM
MEETING OBJECTIVE TEAM
name Role and responsibilities Time available
The meeting-owner:
Management:
Subject Matter expert:
Corporate: Communication dept. Association: Educational development
Project Manager / meeting planner:
Procurement:
Producer, facilitator, moderator, …:
The Participants:
The Meeting Architect:
Meet your participant...
DOC: PARTICIPANT ANALYSIS BLANK
Type
Who are they? Give them a title or category name.
Participant category 1 Participant category 2 Participant category 3 Participant category 4
Number
How many of them?
Value creation
How does this participant group create value?
How does the meeting provide value for these participants?
How much value can be created?
Position, Importance
Where does this group rank in value generation?
And why?
Which group has the most impact in the market?
In pay to attend, Who do we really want to have as participants?
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DOC: THE MEETING OBJECTIVE MATRIX III
Participant category
IMPACT, metrics, How much and by when?
‘do’ objectives
(Action, Application)
Learning
objectives
Networking
objectives
Motivation
objectives
DOC: THE MEETING DESIGN TEAM
Name Role / Task Available Time
Previous participants:
Official Host:
Producer / creative director:
Designer:
Facilitator, moderator, MC:
Meeting support manager / chief technician / AV prof.:
Speaker manager:
Online / hybrid specialist:
Social media professional:
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DOC: THE MEETING DESIGN MATRIX
Target: (participant group, stakeholder)
Objective:
Before During After
C Concept
H Human
A ART
T Technical
TY TechnologY
DOC: THE MEETING IDENTITY LIST
MEETING IDENTITY LIST
Theme
Visual
Picture
Slogan
LOGO
Color
Song
Speakers
Other
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DOC: HYBRID MEETING MATRIX
This is the framework to discuss formats, techniques, channels, cost, ...
Sound Sound and Presentation
Video + Presentation
Video + Presentation + Remote texting
Video + Presentation + Remote interactivity
Remote participants - groups (Pods) - individuals - both
Remote
Presentations / remote speakers
Synchronous or serial (think Time zones)
Live, later (recorded)
or both
Open
or moderated interaction
One way
or two way
Paying or free Open or secret One year or longer
Save (less traveling)
or increase revenue (add participants)
DOC: LIST OF SUPPLIERS
Partners, suppliers, freelance, etc., …
Facilitation, speakers, actors, etc.
AV, meeting support, …
Technology
Other
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With thanks to the entire team of volunteers in
We thank our sponsors:
NEXT STEPS
Join LinkedIn Group ‘Meeting Architecture’
Register on www.MeetingSupport.org
Join us at the FRESH Conference www.theFRESHConference.com
Join the Meeting Architecture training – contact info@meetingsupport.org
Join the community of meeting architectures in the linked in group “Meeting Architecture”
Published by the Meeting Support Institute
info@meetingsupport.org
phone: +321 444 88 31
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