I Have a High View

By Kirk McNeill, CMP
McNeill Meetings and Events

The Honorable Andrew Young addressed an annual conference of MPI in Atlanta. He said, “I see you and your role in our world as much more important than you do… Meetings are important; … meetings are where ideas are formed; … meetings are where vision is shared; meetings are where people come together, and that is no simple task.”

This is a high view of meeting planning and I share it! Face to face meetings are at the heart of what it means to live in a world looking for meaning. Those of us who hold a high view of meeting planning will give special attention to the following:

• Know the Group and Design the Meeting Accordingly. Very few times can we plan the same meeting for two or more groups. Each group is unique and deserves special care.
• Plan Ahead. If we wait until the last few months to begin preparations, we can expect a more costly and less attended meeting. It will fall short of everyone’s expectations.
• Focus on Clarity of Vision. Make sure that the vision is sharply focused and that it is something desired by the anticipated participants. Remember that “without a vision the meeting will perish.”
• Select the Appropriate Venue. Some meetings can be held anywhere. Some have a vision that can best be realized in one special venue.
• Design the Program. Most programs have two types of objectives: organizational and participant. The organizational content includes business matters. Participant objectives are directly related to the individual’s needs for information and/or skills. Clarify which is the primary objective of each meeting and design accordingly.
• Keep the Action Going. Remember that the time to stop something – both in planning and delivery – is when participants want to do it again. Keep the meeting flow tight and anticipation high. This will make for a high energy experience.
• Take Risks. Try something new and different which adds interest and energy. Taking risks is often hard for planning groups. My view is that meeting professionals are called to lead the planning group into taking risks. Without risk, life and meetings are flat.
• Be Realistic in Budgeting. Meetings that are worth the time of each person who attends and worth the time and energy we professionals give to them, must be underwritten financially. Unless we professionals are realistic in budgeting, we shortchange participants, our client and ourselves.
• Market, Market, Market. It’s a fact that low marketing results in low participation. A major part of the budget should be set aside for marketing. Use the internet, direct mail, brochures, newsletters, radio, television, newspaper, posters, DVD’s. Allow ample lead time so that interested participants may clear their schedules.
• Be Safe. Make a personal check of the meeting venue so as to be assured that the participants will be safe and that any emergency may be cared for immediately. Be sure that insurance is provided and clarify all aspects of the coverage, circumstance under which the coverage is in effect, and the benefits of the coverage.
• Be a Team Player. Once the venue has been selected, establish a relationship with the principles of the site so that a team relationship exists before and during the meeting.
• Prepare for Murphy’s Law. Anything that can go wrong will.
• Consider Transportation and Parking. Pay attention to transportation issues. Many times we assume that the participant will handle everything themselves. This is often true, but even the private auto has to be put somewhere. If travel is by air, bus or train, negotiate meeting saver fares for participants and ground transportation from the terminal to the meeting venue. If travel by private auto, plan for ample parking with attendants on duty in the lots.
• Setup the Meeting Room. Appropriate square footage per attendee with allowances for aisles and required distances for projection of audio-visuals must be calculated. Be clear about the best setup to accomplish the vision of the meeting. Know the venue restrictions regarding signs attached to walls and food being brought in by attendees.
• Check the Audio Visuals. Any equipment may malfunction. Be sure the supplier has planned for backup with spare bulbs, microphones, and carts.
• Have Fun with Food and Beverage. Review the agenda to assure that leisurely or rushed schedules are adequately accommodated and that food is not only healthy and tasty, but that the presentation is appetizing with sparkle. To assist with budgeting issues, ask for an inclusive price on all food and beverage requirements.
• Evaluate. Collect evaluations throughout the meeting. Tally the data and summarize in a report which becomes useful for rating the success of past meetings and for planning future meetings.
• Account for Everything. As bills begin to arrive, detailed attention must be given to reviews, adjustments, payments, and accounting. Each day, prepare a financial report which becomes the data for the final financial report.
• Remember the Follow-up. There are a multitude of issues to cover after the meeting is over. Include them in the initial plan and execute them diligently, no matter how tired we are.
• Say “Thank You.” Write thank you notes with creativity and energy. The list of persons to thank includes the planning team, suppliers, speakers and volunteers.

Kirk McNeill, CMP
McNeill Meetings & Events
P.O. Box 1857
West Jefferson, NC 28694  USA
336-977-9249
Fax 336-846-5291
kmcneill@ammc.org