8 tips to have the kind of meeting that exceeds expectations

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YOU’RE NOT JUST PLANNING AN EVENT.

YOU’RE CREATING AN EXPERIENCE.

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Think about why your group is meeting.

• To get motivated or educated

• To network or socialize

• To raise funds

• All of the above

• Other

Be sure you and your team agree on

objectives before you make any decisions.

UNDERSTAND YOUR GOALS AND BUDGET

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Know as much as you can about your budget.

• How much is it?

• Is it set in stone or flexible?

• Is it realistic, based on previous experience?

Even a ballpark budget is enough

to get you started.

UNDERSTAND YOUR GOALS AND BUDGET (CONTINUED)

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ONCE YOU KNOW WHY, YOU CAN BEGIN TO DECIDE WHERE.

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For regional and national meetings, select an appropriate destination city.

• Consider ease and cost of travel— airports, shuttles, taxis

• Availability and affordability of hotels is also a factor

• Look for a variety of dining, entertainment and cultural activities to energize down time

Take attendees away from their

everyday—in a good way.

CHOOSE THE MOST FITTING VENUE

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With city selected, consider facilities that best fit your priorities.

• Location of venue as well as what surrounds it

• Hotel or convention center

• Space to accommodate your group

• Green practices—they’re a must for some groups

• Features and amenities that enhance the experience

Narrow your choices based on what best serves

your group’s goals and personality.

CHOOSE THE MOST FITTING VENUE (CONTINUED)

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YOU CAN ONLY COLLECT SO MUCH INFORMATION ONLINE.SO GATHER ANY REMAINING QUESTIONS AND CONTACT THE VENUES ON YOUR SHORTLIST.

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Make the most of these initial conversations by sharing as much as you can with your venue’s event planning expert.

• Communicate your goals and budget upfront

• Be prepared to estimate attendance

• Provide a rough schedule of activities, meals and breaks

• Be open about your group’s expectations, concerns and budget

WORK WITH AN EXPERT

An event checklist will

keep you and your venue’s meeting

planner on the same page.

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Look to your on-site event planner for tried-and-true advice, fresh ideas and even cost savings. • Meeting rooms—type and setup• Catering—menu planning and service• A/V and technical capabilities• Green opportunities and possible savings• Recommended accommodations• Nearby entertainment and activities

It’s all about maximizing your

budget—as well as your confidence!

WORK WITH AN EXPERT (CONTINUED)

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AND NOW, SOME FOOD FOR THOUGHT ABOUT FOOD AND BEVERAGE.

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Your catering choices create a backdrop for sharing insights and camaraderie.

• Consider showcasing local cuisine

• Serve up the latest food trend

• Surprise attendees with an unexpected snack

Featuring even one of these will

dazzle and delight without overtaking

your budget.

CATER TO ATTENDEES’ TASTES

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While catering is a big part of the budget, it also offers a lot of flexibility.

• Published menus are a guideline, not a mandatory

• Sit-down service may actually cost less than a buffet

• Voice any special dietary needs and build a menu around them

Your agenda will influence your

catering needs—either can be adjusted to help

maximize budget.

CATER TO ATTENDEES’ TASTES (CONTINUED)

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SPEAKING OF YOUR AGENDA…

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Review your agenda with your venue’s on-site expert to identify all audiovisual and technical needs and see what equipment is available on-site.

• Presentations and keynote speeches

• Music and announcements

• Live video streaming

• Wi-Fi connection

If you share what you intend to do, the tech expert

can help determine equipment needs.

TAKE ADVANTAGE OF OTHERS’ A/V AND TECH SAVVY

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IT’S SHOW TIME!

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Be prepared to tackle the day with a thorough event kit.

• Schedule of events with room designations

• Contact information for key venue personnel

• Smartphone or tablet—for easy access to answer any questions

• Wi-Fi login information for you and attendees to connect

It’s all about anticipating needs

before they become distractions.

ELIMINATE EVENT-DAY JITTERS

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SUCCESS! YES, NOW BUILD ON IT.

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Reinforce the experience with the appropriate follow-up.

• Send a thank-you to all who attended

• Contact leads

• Post photos

• Share a recap for those who came and also for those who couldn’t make it

Encourage comments and

feedback. Those insights will soon

come in handy.

DON’T FORGET TO FOLLOW UP

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Touch base with your team.

• Were meeting goals accomplished?

• What worked well and what could be improved?

• Identify opportunities for future corporate events

Do this while impressions are

still fresh, and while congratulations on a job

well done are in order.

REGROUP, RECAP AND EVALUATE RETURN ON INVESTMENT

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EXPERIENCE MONONA TERRACE FOR YOUR NEXT BUSINESS EVENT.WE’RE HERE FOR YOUAND OUR EXPECTATION IS TO EXCEED YOURS.

Contact Laura MacIsaac, CMP 608.261.4016 lmacisaac@mononaterrace.com

Visit our blog for more helpful event planning tips: blog.mononaterrace.com

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