Top tips for arranging a meeting
Top tips for arranging a meeting
A successful meeting starts with good planning. Whether it's a team meeting, a conference or a customer presentation, the right preparation can make a big difference. In this guide, you'll find practical advice on how to arrange and facilitate your meeting effectively - from choosing the time and place to invitations and logistics.
1. Meeting invitation: Create engagement from the start
Sending a well-crafted meeting invitation is essential to ensure engagement and efficiency among participants when scheduling meetings. Clearly stating the purpose and agenda of the meeting in the invitation helps participants understand what is expected of them and what they can get out of the meeting. This promotes a focused and productive discussion.
Send the invitation well in advance
It's important to send the invitation well in advance and include key information such as date, time, duration and location. It's also crucial to include any deadlines for responses in the invitation. This ensures that participants are aware of when they need to decide on their participation in the meeting at the latest.
Streamline meeting invites with digital calendars
Using digital tools like Outlook, Google Calendar or dedicated meeting platforms can streamline the process of keeping track of meeting attendees and registrations. These tools offer features such as automatic reminders and the ability to add agendas, contributing to more streamlined meeting planning.
2. Booking a meeting room: Choose the right setting
Choosing the right meeting room is crucial for an efficient and productive meeting. Careful consideration of the room's size, layout, technological facilities and practicalities, such as parking and other transport options, can significantly improve the attendee experience and the overall success of the meeting.
Room size and layout
It's essential that the room size matches the number of attendees. A room that's too large can create a sense of distance and reduce interaction, while a room that's too small can feel claustrophobic and uncomfortable. In addition, table arrangements play a key role in encouraging communication and collaboration. For example, a U-shaped set-up is ideal for presentations with subsequent discussions as it both gives the speaker an overview and promotes dialogue among participants.
Technological facilities
Modern AV equipment is an integral part of effective meetings. Access to quality equipment such as projectors, microphones and sound systems ensures that presentations run smoothly and that all participants can follow clearly.
3. Preparing for the meeting: Practical details and facilitation
A great meeting starts with the right practical preparations. Make sure you test microphones, projectors and other AV equipment well in advance so that technical issues don't delay you. A clear agenda with set timeframes, breaks and space for networking makes it easier to stay focused.
It can also be beneficial to have a meeting facilitator to help steer the discussion and make sure everyone has their say. Also, make sure there is enough water, coffee, tea and snacks or similar for the meeting participants to keep the catering running smoothly. Small details like these can make a big difference in ensuring a perfect meeting.
You might also like: 10 tips for a great staff meeting
Book your next meeting at LEGOLAND® Hotel & Conference
Make your next meeting an inspiring experience at LEGOLAND® Hotel & Conference. With 25 flexible meeting rooms, two large auditoriums and our 1800 m² Multihouse, we have space for everything from small meetings to large conferences. Talk to us today, and let's create the perfect foundation for a great meeting together.
