MEETING EXPECTATIONS
CONSIDERATIONS FOR MEETING PLANNING
MEETING EXPECTATIONS
AGENDA:
CONSIDERATIONS
PLANNING GUIDE
SITE CONSIDERATIONS
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
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Face-to-face business meetings help to: •
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The Hilton Report on Business Communications
Bond teams together
Result in people feeling more inspired
Bring out the best in people
Results in breakthrough thinking
Build stronger business relationships
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 Results
Planning 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 Planning
What 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 Meeting
Make 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.
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
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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