Define goals

Clarity is the main step to success. It teaches managers to do proper team-building, manages their staff and to have clear-cut goals so that the groups focus on each point. Meetings dragging for hours should not be boring. The minds of the attendees start wandering. So ensure to have a to-do list, so that you do not return to the same point all over again. The productivity should bring the best results after such big meetings, but it also means keeping the goals and points crisp and short, if possible with a bit of humor that does not point out any group or member. Spread the meetings offering breaks so that there is time to refresh.

Create attendees list

Big meetings are different from the smaller meetings that have attendees in ideal numbers. For big meetings ensure an optimal experience. The meetings must be motivational, educational and benefit the attendees, besides the group participation must be promoted. The attendees must be present physically and mentally, which means to keep the meeting succinct. Set a goal plan and stick, work beforehand on the points. Ensure people present there have a real idea and are an active participant in the meeting.

Ideal location focusing task

Practical logistics and details should be considered carefully while selecting an ideal location for the desired meeting. Check if everything is available such as special equipment, technology, and good catering services, besides the venue should accommodate your guests conveniently. This meeting is aiming something bigger and not some fun excursion. Setting an ideal location is mandatory, but the purpose of the meeting should feature a follow-up task. The options must be discussing, the plan of action must be put forward. Decide the task to happen, the timeline and note to whom it is assigned. The meeting should come with exciting and amazing ideas, in association with follow up actions featuring specific timelines.

Structured yet flexible agenda

Smaller meetings are intimate, but big meetings create a meeting agenda allowing spaces for personal experience. List the main points, technical enhancements that are specific and consider technical enhancements in the general schedule, yet try to have a flexible agenda, it benefits and ensures success.

Give a chance for everyone to speak. Even the quietest people may come up with the best ideas. Ensure no one feels left out, and let every person come with an idea. Giving a chance to voice ideas, it helps to maintain focus and energy.

Wrap mentioning key points

The meetings conducted or held are not for fun. It is held an aiming promotion of business. Thus, without fail wrap, the meeting mentioning the key points, verify the achieved and revisit the goals. It may require you to consider an informal discussion.  Finally, the points of the meeting must be wrapped out as a summary including the goal, points of discussion and the action plan. It should have the timelines discussed and each individual’s assignments to hold each person accountable.

Reach us and find out more on organizing Big Meetings DetinosIndia

Figure out what matters

It is very important to figure out your attendees’ priorities. Are they craving for gourmet restaurants or will be convinced with cheaper meal options. Do they mind being shuttled or consider the nearby venue? Do they concentrate on mainstream attractions or culture, will travel long distances to be a problem or meeting in a regional destination is appealing. You have to get a clear picture of the preferences and tastes of your attendees while noting down the options.

Suitability of the Destination

Pre-qualifying the cities is a must to know if the group would suit in that venue for a meeting.  For instance, is there the physical space required such as enough hotel rooms and footage space in the convention center? Would you prefer the group to get enough attention or are satisfied being in a larger destination as a small fish?

Getting in and around

Ensure to evaluate the accessibility features in the city and also the airlift capabilities, relating your attendees from the place they are coming. Are there direct or non-stop flights, consider the costs of transportation required to spend money to reach from place to place. Concentrating on walkable destinations is important. Narrow your search down to cities that have convention facilities, Hotels, Restaurants, and Amenities to be concentrated.

Hotel infrastructure

Many destinations boast of offering great infrastructure and meetings products but they are of no use if it fails to fit for your attendees. Thus, understanding the spaces is important. Check the meeting spaces proximity from the guest rooms, the convention space layout, is their walkways connecting them, think where the group met or stayed their choice, compare and decide.

Destination features

Find if the destination features offer fun, unique and interesting amenities outside the meeting venue, does it include outdoor activities, restaurants, entertainment, and culture. Is everything located conveniently and is the city worth exploring on foot, safe in the evening hours.

Is it worth spending?

Understanding the meeting holding cost and overall value of that destination is important.  Is it better to consider some affordable cities that will have fewer numbers in attendance and cost less?  Are your attendees price-sensitive and shy from expensive places? Is the ROI worth spending on the destination? In fact, if the attendance is hard with 2000 on average, consider a tier-two city. Also, remember to consider affordability does not mean cheap places.

Ask for the right questions before planning to select a perfect destination for your meeting. It will help you in analyzing the importance of your attendees. Invest in time, resources and energy to ensure the success of the entire process.

Let us know if you have any questions. Destinos India will help you in planning your next meeting.