Some useful suggestions (from Seekers at Buzika.com) on planning and organizing corporate meetings :
Planning. Begin meetings together with the key persons to plan the event. Decide on the basic details : type of event, budget, number of attendees, preferred venue and other details. The goals of the meeting and the role of each individual in a team should be clearly understood.
Make a list of tasks and schedule all activities, especially the completition times for each task.
Set regular meetings to keep tabs on the progress of the event or do it on-line to save time. Have a quick directory of resource people, suppliers, and other vital information needed.
Venue Selection. Search for the venue best suited to your type of meeting. Plan a in-person visit to personally tour the meeting facility. The Solution Center in North Carolina, for example, has been touted by many as the best among North Carolina meeting facilities.
It is usually helpful to meet your point of contact in personally. Once a facility is chosen, work closely with your point of contact and review thoroughly the specifics of your contract.
Different Ways to Distribute Invites :
Create a website for the event. On-line registration is more effective and a more economical way of getting more attendees.
Email notification. An efficient and a more personalized way to get the word out but if any recipient is not part of the of your existing database, make sure a disclaimer is placed at the bottom of the invitation to comply with anti-spam best practices.
Direct mail. For traditional invitations, direct mail may printed out and sent to targeted attendees. Though it is more costly, it still makes a good impression to the recipient since it is personalized and tangible. The downside is it requires a timely distribution, make sure that you hire a trusted courier agency to do the job.
Equipment and Collaterals. One major detail to be handled efficiently is the equipment specifically the audio and video requirements. No matter how good the speaker and presentation are, the event will not be successful with bad audio or malfunctioning equipment.
Technical interruptions are a unacceptable for any event.
Resource Speakers. Prepare an honorary token for speakers and attend to their needs.
Post-Evaluation of the Event. Prepare a feedback sheet for the post-evaluation meeting. Were the goals achieved? Evaluate the performance of each participant in the team, decide on actions to be taken for improvement in future events.
Managing a corporate meeting can be challenging and stressful but with careful planning and efficient execution, your goals can be achieved. An event planner should have the following traits : leadership, attention to detail, resourcefulness, ability to deal with different types of people, time management skills, ability to handle pressure, highly flexible and optimistic.
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