Top 10 Tips for Planning a Meeting

Organising a meeting or conference can be time-consuming, stressful and expensive, which is why many companies look for specialist help. As one of the top meeting specialist organisations we wanted to share our top 10 tips to help you hold a perfect meeting.

  1. Give a detailed brief

    If you’re working with an agent, make sure you put them fully in the picture. The more you can tell them about what you’re trying to achieve, the more accurately they will be able to deliver what you need.

  2. Location, location, location

    Always pick a venue that’s convenient for your delegates not just because it’s close to company HQ. The wrong location can really challenge the budget as travel and possibly accommodation costs start to build. Look at where everyone’s coming from, then choose a location that’s easily accessible by as many delegates as possible.

  3. Food

    Consider timings and format when deciding on food. Sit down lunches can eat up valuable time, particularly if there’s a lot to be covered on the agenda.

  4. Post-lunch lulls

    Your delegates need to be able to focus in the afternoon session, not snooze off a heavy lunch. You need to feed them properly, of course, but think energy foods, not comfort foods. (see our Eatings at Meetings article)

  5. Take a break

    There’s only so much information a brain can process in one go. Schedule regular breaks and keep your delegates energized.

  6. Stale air, stale minds

    Fresh air really is invigorating so, weather permitting, try to have breaks outside or at least throw open the windows. Natural light is important too, so wherever possible pick meeting rooms that have it.

  7. Know your budget

    Confirm a budget with the person who has requested the meeting and communicate the budget accurately to your agent. It is much easier to source the correct standard of venue and experienced agents can work wonders with even a small budget providing they know this up front.

  8. Keep it consistent

    When organising a series of meetings, make sure the venues are of a consistent standard. If you’re booking some in a five-star venue and others in a two-star hotel, some delegates will definitely be short-changed!

  9. Plan ahead

    Although there are sometimes last-minute bargains to be had, they are unlikely to be in the location you require or match your criteria. Although a possible saving may seem irresistible, consider the value you are getting from a meeting if you are not matching all your requirements.

  10. Check internal availability

    Before you focus on finding an external venue check whether there is availability within your own business location. You could find that the perfect meeting room is available along the corridor and best of all, it’s free.

If you need any help planning your meetings and events schedule then call our expert team on 0845 847 5501 or email