Do you need to organize a business event, but don’t know where to start? Are you afraid you’ll forget some of the steps you need to take to make your business meeting a success? It’s true that it can be stressful, especially when renting the conference room is the nerve center of the meeting.
BoulZeye has put together a simple 5-step guide to help you take care of every last detail:
- A venue that includes a fully equipped meeting room;
- Free, spacious parking;
- On-site catering;
- a professional team to help you.
Everything you need to make your job easier, give you peace of mind and make your guests feel welcome.
STEP 1: THE GOAL OF THE BUSINESS MEETING
Success means achieving a goal. Why are you organizing a business event?
Is it a significant company anniversary? A gathering of present or future investors or shareholders? An annual employee day, a new product launch or a fund-raising event?
The basis of your business meeting determines many of the logistical parameters that follow. The duration, the meal, the breaks, the presentations, the different speakers, and so on.
ESTABLISH THE RIGHT CRITERIA FOR EVALUATING YOUR DAY
A celebration is not the same as presenting a new project to investors. Planning according to the objective of the meeting will enable you to optimize its progress, establish the right evaluation criteria and congratulate yourself at the end.
STEP 2: THE PLANNING TIMEFRAME
Make sure you plan several months in advance. The success of your business meeting depends on it. It’s at this stage that you have the opportunity to think through the important details.
PLAN YOUR LOGISTICS
- Determine your budget! It includes room rental, meals and snacks, transportation if you prefer everyone to meet at the office for easier travel, and a thank-you gift, if applicable. Leave room for the unexpected.
- Offer your guests a choice of dates using a survey created by an application like Doodle.
- Avoid the company’s usual busy periods, summer vacations and vacations, as well as long weekends with public holidays or spring break.
PLAN YOUR COMMUNICATIONS
- Official invitation with details of the day’s activities and choice of meals;
- Reminder with contact details, including important information such as free on-site parking;
- Pre-meeting literature;
- Post-event thank-you and satisfaction survey.
STEP 3: GATHER AS MUCH INFORMATION AS POSSIBLE TO RESERVE THE ROOM
Before moving on to choosing a meeting room for your business event, gather all the information you need to make a reservation.
- What’s the preferred date?
- For how many people?
- What is the purpose of the gathering?
- At what time of day?
- How long will the meeting last?
- What computer equipment do you need?
- Will you need beverages, snacks or meals?
Ask questions about the room:
- Is it well soundproofed?
- Is there plenty of natural light?
- Is it close to restrooms?
- Do people need directions to the entrance of the building?
Once you’ve defined your needs, you’ll have the opportunity to draw up the right action plan with the team in place.
STEP 4: BE THE HOSTESS ON THE DAY OF THE EVENT
At your event, since you’re the organizer, you’ll need to arrive before everyone else, prepare the room, remain available, be able to answer questions, assist your superior and the various speakers, and probably clean up after the meeting.
That said, with a team like BoulZeye’s, your tasks will be reduced and your day lightened.
STEP 5: FEEDBACK OR POST-MORTEM
Give feedback to the people involved in the event, guests and speakers, so you can keep notes for next time. Indicate what went well, what was appreciated, what was forgotten and what can be improved for another similar event.
Now you can organize your business event in 5 easy steps. You can also count on the BoulZeye team to assist you in booking the fully-equipped meeting room.
