There are several questions you need to ask before you organize your professional conference. It does not matter if you are a newbie or an expert.
Now is the time to end the time-consuming meetings that add to an already busy day’s agenda and to welcome this mission with enthusiasm. This is the perfect opportunity to impress your colleagues.
A golden rule that will allow you to energize your meetings is this.
Make your thought process visible so that everyone is well informed and prepared.
To help you organize your meeting, you can use the questions below. When you answer them in detail, you will make the decisions that makes your meet a real success.
What are my personal my company’s goals?
The goals vary depending on the type of meeting you are organizing. Differentiate between
- Communicate and share pre-established knowledge (training),
- Develop innovative ideas (strategic thinking),
- Make decisions (Board of Directors meeting).
It is important to know the purpose of the meeting before planning. That way each participant can concentrate on the end goal.
What support does participants need to achieve their strategic goals?
You need to find tools that your participants help achieve their goals. This gives your colleagues the means to work efficiently.
What image of my company and myself does this seminar reflect?
The place of meeting needs to be consistent with your company’s philosophy. As an example, do not choose austere and dark room when your company is innovative?
Select an environment that matches your ambitions!
Does the program have enough space for informal meeting and discussion?
Meetings are time for group reflection. Often partners do not have the opportunity to meet informally.
Give your participants the opportunity to meet in a unique way. As an example, extending break times, promotes team cohesion, and get better results.
Is my menu varied and balanced?
Peoples’ diets today are diverse and complex. Check if one of your participants is gluten intolerant, allergic to peanuts or does not eat meat!
To avoid any incidents, ask your participants about their dietary requirements and the composition of meals.
You may provide light meals, rich in nutrients.
Did I specify the right technological tools? Are they easy enough to use?
The disadvantage of technological tools is that they are difficult to use. To prevent frustrations, either test the equipment or opt for simple solutions.
This will save you a lot of time and delight all your participants.
Are the workshop spaces equipped to communicate and share their ideas?
The workshops should allow participants to express their creativity. You need to provide adequate spaces where they can work on different subject.
Also, it is important to consider the environment, the equipment, and the tools.
Is the furniture comfortable?
It is not nice for example to provide uncomfortable chairs. Avoid this classic pitfall by looking for places with carefully selected equipment.
How can I make this meeting more productive? How about the room layout?
Too many activities and goals are one of the main reasons for distraction. Even though, it is sometimes necessary to deal with various activities, they may undermine the richness of the exchange on central topic. Make sure that you deal with a central topic.
If you unfortunately need to deal with may subjects, make sure that the rooms arrangements define the goals, for example: rooms reserved for workshops, informal areas, confidential spaces, islet spaces or theatre spaces.
Were all the participants’ needs considered, before, during and after the meeting?
Your meeting is successful if you meet the participants’ expectations. Here are some questions you can ask. As an example, have you thought about transporting your colleagues? On what note does this intensive day end?
Think about guests’ experience in every detail.
YOU ARE RESPONSIBLE FOR HIRING A SPEAKER FOR YOUR NEXT MEETING.
Do some research on the Internet and look for references. This may lead to many choices.
Here are 10 questions, you may ask the various speakers
- How many numbers of lectures have you delivered?
- Do you have any training, certification etc?
- Have you authored any books?
- Is your conference a presentation focused on how to solve participants’ challenges/problems with specific ideas to improve their personal and professional lives or is it more of a testimonial type presentation where you tell your story?
- How will you ensure that there are links between your stories/content and the daily lives of participants?
- Which strategies and techniques do you use to engage participants during your presentation?
- What steps you will take for participants act on the ideas you share during your presentation?
- Will you send a reminder to participants after your presentation that summarizes the main ideas conveyed in your presentation?
- Do you offer a money back guarantee in case of dissatisfaction on our part?
- Will you promote any follow-up tools to ensure the medium- and long-term impact of your message on participants following your presentation?
If you are looking for a speaker for your next event, contact at least three of them and ask them these ten questions during your telephone interviews with them.
Give them a score of 0 to 10 for each answer. The speaker with the highest score will give you the best return on your investment.
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