MEETING EXPECTATIONSCONSIDERATIONS FOR MEETING PLANNING

AGENDA:CONSIDERATIONSPLANNING GUIDESITE CONSIDERATIONS

MEETING EXPECTATIONS

Studies indicate 77 per cent of people believe offsite meetings are a necessity not a luxury; 85 per cent believe face-to-face meetings are more likely to result in breakthrough thinking; and 82 per cent believe that meetings bring out the best in people.

An overwhelming majority of meeting attendees (92 per cent) value meetings as providing an opportunity to contribute, suggesting that successful meetings may be a contributing factor to employee job satisfaction.

SOURCE: https://e-meetings.verizonbusiness.com/global/en/meetingsinamerica/uswhitepaper.php

Face-to-face business meetings help to:

• Bond teams together • Result in people feeling more inspired • Bring out the best in people • Results in breakthrough thinking • Build stronger business relationshipsThe Hilton Report on Business Communications

Allowing people to be interrupted or diverting their attention lowers the value of the meeting

From Psychology Today – guidelines for good meetings

PLANNING GUIDE PART ONE

Plan and Execute an Effective Business Meeting Focused on ResultsPlanning and staying organized is the key to hosting a successful business meeting or event. Document the following when starting to plan for your meeting:

•Set clear, concise & measureable meeting objectives

•Ensure your meeting objective is tied to business objectives and that the meeting is necessary

•Consider a meeting location – the size of the room, number of attendees, shape of meeting room

•Understand what your meeting facilities offers, contractual obligations and inclusions

•Determine an invite list – invite only necessary attendees

•Include relevant contact detail in your list

•Create (and follow) a meeting agenda

•Following the meeting, evaluate its effectiveness, tie back to your meeting objectives

PLANNING GUIDE PART TWO

Basic Responsibilities of Meeting and Event PlanningWhat tasks do you need to take care of when planning a meeting? While it may differ from meeting type to industry, you are likely responsible for the following aspects:

•Location and site selection

•Overnight accommodations

•Travel arrangements

•Catering

•Invitations and agenda

•Audiovisual equipment

•Speakers and entertainment

•Recreational activities

•Decorations

•Printing

•Gifts and awards

PLANNING GUIDE PART THREE

Event Budgeting: Control Costs for Your MeetingMake your boss happy by knowing your budget before you start planning your business meeting or event, and then stick to it. Follow these tips to help you control costs:

•Carefully review contracts and avoid surprises when renting a facility

•Ask every vendor to provide an agreement in writing

•Accommodate unexpected expenses by including a 10 per cent contingency into your budget

•Carefully review all invoices and question any charges that don’t align with your estimate

•Manage expectations with participants and limit the number of people authorized on the facility’s master account

•Monitor accommodation charges daily

•Watch for hidden expenses such as overnight shipping, taxes, or overtime charges

“Don’t let the venue overwhelm the occasion. Fancy venues are cool. Unusual venues are fun. They’re also distracting… Pick a venue that allows your employees to focus on the meeting, not the venue.”

Jeff Haden, OWNERS' MANUAL

Select a venue that will match your needs.  Look for a venue that reflects the energy you are trying to generate with your attendees.  Ask for destination highlights, such as video or PowerPoint, and incorporate them into your collateral.

The best way to get what you want, need and desire for a successful meeting is to do your research and compose a specific Request for Proposal (RFP) that details all relevant information about your group and your meeting needs.

➔ Location near Ottawa and Montreal➔ Free shuttle from international airport➔ Spectacular river views and natural beauty➔ 50,000 square feet of meeting space ➔ 70 smart-wired rooms available ➔ Any size and configuration that you need➔ Over 500 comfortable guest rooms➔ Banquet rooms for up to 500 people➔ Accessibility for people with disabilities➔ Free wireless connectivity everywhere ➔ On-site Business Centre➔ Computer labs for up to 24 people➔ Complete A/V and logistics support included➔ Full-service NAV Spa ➔ Pool and state-of-the-art fitness facilities➔ Licensed pub for networking and team building ➔ Buffet restaurant, pub, and snack shop ➔ Full catering and coffee service➔ Total service commitment from friendly staff➔ Dedicated meeting and event planner available ➔ An environment focused on business outcomes➔ All-inclusive packages customized to your needs➔ Up-front total pricing to accommodate your budget

HOW TO BECOME A

MEETING HERO

NAV CENTRE’S idyllic surroundings, total service

commitment and all-inclusive packages are perfect

for your next corporate meeting, event or retreat.

With a comprehensive list of features and state of the

art amenities we are standing by to help you be the

hero of your next meeting.

Learn how to be a meeting hero at www.navcentre.ca/hero