Plan a Small Meeting
Edited by Hotelier, Amanda, Eng
Hello, and thank you for watching VisiHow. In today's tutorial, we will learn the steps for how to plan a small meeting, such as a board of directors meeting, a committee meeting, or a staff retreat.
Create the budget. Before we schedule anything, we will need to determine the budget so that we know where we can stay and what kinds of activities we could have.
Determine the size of the group.
Know the group's needs. For example, when booking a meeting space, we would need to know what type of room we will need, how we will need it set up, and what equipment we will need. Other needs might include accommodations and food and beverages.
Create and send an RFP. This is a request for a proposal, and it is sent out to possible meeting locations. We then wait for the responses to our RFPs to come in.
Choose a location. If the meeting will be held in a hotel, we will need to select the hotel that is best meeting our needs within our budget.
Outline the meeting. What will be discussed? What activities will be scheduled? Activities could be part of the meeting itself or they might be recreational activities outside of the meeting.
Prepare materials. We might need things like name badges, outlines to distribute to the attendees, or copies of documents that will be up for discussion, such as reports. Documents can be prepared as separate sheets or put together as part of a binder.
Confirm attendee arrangements. Try to get copies of their travel records so that we know everything has been booked and they are definitely going to attend. We will need to make a guarantee with the meeting venue, and we want to make sure that we are able to guarantee in a way that will not leave us with a major financial penalty.
This concludes today's tutorial on the steps for how to plan a small meeting, such as a board meeting, committee meeting, or a staff retreat. If you have any questions, comments or suggestions, please leave them in the space below. Thank you for watching VisiHow and have a great day.
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Recent edits by: Amanda, Hotelier