Meetings Blog Nov 24, 2017
As is to be expected, the smaller the guest list the more your hands will be getting dirty. Even if you’re one of those planner types who enjoys being involved in the day-to-day detail no matter how many people are involved, a reduced number of attendees will have you dealing with the minutiae on a very personal level. Delegation is a lot less likely this time as you drop the wider supporting team and take on all the responsibility to ensure everything goes off smoothly.
The importance of your communications to each of the attendees cannot be overstated. In the more intimate setting of a board meeting or brainstorming session, the attendees are going to play an active role and the more they know, the easier the day will flow, and the less chance stress will have of creeping up on you. Make sure there is a clearly defined topic, that the objectives for the meeting are laid out, and that any roles for the sessions are explained well ahead of time. The more you speak to all those involved the better and once you’ve compiled the detail, run it past the delegates for sign off. This also allows you to remove any doubts they may have and answer questions.
It may sound a little contradictory that having clear timings across the duration of the meeting is vital though building in flexibility to those times is just as key, and as the meeting planner this can sometimes be your biggest challenge. At a large conference the speakers will generally end their presentation as agreed and the listening audience moves onto the next item. Here, though, while the attendees still need to feel there is a structure to their day (breaks need to be scheduled at the right times, and the close of play should be adhered to so as not to impact on any post-meeting plans) a different dynamic exists. Stifling a productive conversation in full flow or interrupting a crucial negotiation point can work against the group reaching their objectives, so having some wiggle room built in can remove some pressure as you consider the bigger picture.
Talking of breaks, don’t underestimate their value to the goals of the small meeting. Most people now recognize that these are not just refreshment gaps to proceedings and, if done right, can add to the overall effectiveness of the day. The space allocated for fewer people can often be limited so you’ll have to think creatively. What interactions would help the group? Maybe get the seating arranged for one-to-one discussions in relative private, or possibly prepare some quiet space for personal thinking time or an open-air option to clear the heads. Knowing your group and the objectives of the meeting, while linking that to the order of the sessions immediately prior to the break can help you provide unexpectedly productive ‘downtime’. Of course, the food and beverage that accompanies any break can raise a few approving eyebrows in your direction too.
The sessions of the day, along with the personal preferences of those taking part, will drive your technology requirements for the meeting. Whiteboards and basic presentation projectors may be spot on for a small group however look into what other equipment could be beneficial as an alternative. Smart boards, for example, can make the capture of brainstorming notes a breeze, while fluid interaction via video conferencing can allow contributions from others unable to make the venue in person. Smaller meetings may not need you to call upon the latest 3D hologram tech although if you do want to add an element of ‘wow’ to the occasion, why not take advantage of the latest in video mapping to replace a two-dimensional image of a prototype or new product to be launched. The tech deployed should never be just a gimmick, and instead can be another way to leave a lasting impression on your guests.
As said above, getting the appropriate information to the key people is going to facilitate a more manageable event for you, and there are other elements that can be used early in the process to make your life easier. Take the venue selection for example. The city will often be a main driver but look to take advantage of modern venue services like instant booking tools. That word ‘instant’ can be an absolute dream when you want to check off a major step on the list rather than wait for pricing and confirmation. Also check what support services your venue offers e.g. specialists on hand throughout your day to handle any requirement or issue, again leaving you to focus on the attendees.
Big events may come with more obvious challenges for the planner however there can be a real sense of intimacy at smaller meetings that brings about an added layer of scrutiny. Planning, communication and careful set-up can ensure that yours stands up to the test.
