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PLANNING A MEETING
Planning a meeting is simple, in a
way, but any mistake can cause the
meeting to fail. For example, if you schedule it at a time when some people
you want can't come, the meeting will not accomplish its purpose. Some
elements that must be considered:
Time of day - When are the people you want available to
come?
Place - What place is easy for your key participants to get to?
Is the place identified with some group that would limit who would
come? Or would it encourage your desired audience to come?
Amount of time - How much time will you need? If you tell people it will be
a long meeting, they may not come. If you tell them it's a
short meeting, and it runs long, they may get up and leave
in the middle because they have other commitments.
Goals - You should list the goals of the meeting, and be sure that you have
planned something to happen to support each one of them.
Publicity - You want to tell people clearly what to expect. If a person of
special interest will be there, let people know. If they are going to be
asked to decide something, they should know ahead of time. If they
will only be allowed to listen, and not speak, that should be clear, too.
Refreshments - Refreshments may allow for relaxed informality. If that is
part of your goal for the meeting, then refreshments may be
provided. If they will be, then that should be announced, too.
Technical - Will you need a microphone, a VCR and monitor, a chalkboard?
Clean-up - Who will clean up? It is important to make clear arrangements
ahead of time.
Fees - Will there be any charges for the space? For food? For equipment
rental? For printing of flyers? Should you charge admission?
If so, who will collect it? You have to arrange for change, and for
security for the money.
Arrangement of the space - How will the chairs be arranged? Will there be a
speaker's table?
Evaluation - How will you know whether you met your goals for the meeting?
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