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How to run offsite meetings efficiently


15 September 2015


If you’re organising an offsite meeting, you don’t want the change of scene to throw you off course. Here are some tips to make your meeting successful: Put the venue in view Check the venue out at least a day before the meeting. Make sure that any equipment that you have hired from the venue works. There needs to be efficient heating and ventilation so that attendees feel comfortable and relaxed. Also, check the acoustics or sound equipment so that everyone can hear the speakers. Schedule breaks and make sure that the venue is set up to serve refreshments during them.  Don’t forget about access as well – is that ample parking and can the venue be reached via public transport? Set the agenda The meeting needs a clear agenda so that every delegate knows what to expect from the meeting and, if necessary, can research and prepare resources. The agenda should clearly state the purpose or objective of the meeting. If anyone is making a presentation, then allocate a set time and duration for it. Where and when Every attendee should receive clear instructions on how to get to the location, and they should record the time and date on their calendars. You may need to email everyone a reminder a day or two before the event. Outline outcomes It helps to define the outcomes that you expect from the meeting, including which decisions need to be made and the actions to be taken.   Follow up After the meeting, send a memo to everyone with a list of actions that were decided at the meeting and who is responsible for each action. Most meetings have someone responsible for taking the minutes, and the organiser should ensure these are circulated to attendees. With careful preparation, an offsite meeting is a powerful tool that can contribute to the success of your business. Why not speak to Hallmark Hotels for a venue that really means business?
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