Now that you have determined that your meeting is necessary, there are a few different types of people that you may need to attend your meeting. You will need to have appropriate attendees (people that you need to hear the message that you are conveying) and appropriate speakers (people that are going to help you deliver the message that you are conveying). Write a simple sketch of what your meeting looks like. And, ask yourself if the people that you have selected are necessary to accomplish your goals. The last thing that you want to do is waste your attendees and your own valuable time.
Are presenters necessary for your meeting? Can you communicate the message with your own presentation skills? Will guest speakers enhance the message that you are trying to convey? These are all important questions to consider. Your meeting may be intimate, and negatively affected by outside sources. But, large conferences usually benefit from a variety of speakers, who offer a variety of presentation methods. Consider having local guests and other VIPs behind your back.
Once you have decided that the people you have chosen are necessary, you must work with their schedule to make sure that they are available. By offering your guests plenty of advance notice, you will achieve your maximum attendance potential.
Consider offering several meeting dates and sites for attendees to choose from. In doing so, you will pick the best possible time and place for your meeting. But, avoid becoming the middleman who is only catering to others' needs. You must remember that this meeting can benefit both your guests and yourself.
You must also consider the degree at which you will be catering to your presenters' needs at the meeting. Can you reimburse their long-distance travel costs? Will your venue have enough technology to support your speakers' needs? These questions (and more) must be considered before officially inviting presenters to your aide. We will review aspects of these considerations in the next few steps.
Written By: James Willies
Sources:
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf
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