How to Organise a Productive Meeting

Organising a conference can seem like extra hassle that goes on top of all your other working responsibilities it’s important to make the process as easy as possible for you in order to prevent you having to spend hours worrying about your organisation tactics. You will save valuable time with the right approach and turn yourself into a professional event organiser in the process…

Preparing a Budget

Have you decided on a budget for your event or is there an allocated budget that has been provide to you? Budgets can be affected a wide range of aspects related to your event and it’s important to know exactly what will contribute towards your final total. Some of the things you’ll needs to consider when looking at your budget include:

  • The Meeting Room
  • Parking
  • Audi and Visual Equipment
  • Name Tags
  • Guest Speakers
  • Note Pads and Pens
  • Arrival Tea and Coffee
  • Refreshments
  • Handouts
  • Post Conferences Activities


You will need to have accommodation available for those who are visiting for your conference from abroad. The closer the accommodation to your event the better. You can ensure accommodation is secured by making a group booking for you and your delegates. A venue representative can give you further information suitable accommodation that is situated nearby.

Objectives for the Event

You need to make sure you have a thorough understanding of what the event is about as well as the audience and the desired outcomes. This is an absolutely essential aspect of your event as it will determine the theme and the approach that you take. It will also help you narrow down the type of venue you are searching for and potentially save you money if the venue has some of the required products and features already on board.

The Venue Itself

The venue should be, as mentioned earlier, easily accessible to your delegates and offer plenty of parking and travel options nearby. Once you have narrowed down your choice of venue it’s a good die to pay a visit to each of those you are considering as this will give you a better idea of what the event will be like on the day.

Make sure the venue can easily accommodate the number of people you are considering to attend and be able to provide for everyone who does turn up. This includes refreshments, seating, toilets etc. while you should also make sure the venue is aware of any food allergies if you are planning to serve a meal.

A Final Evaluation

Handing out an answer sheet for your guests to fill in at the end of your business event or conference is always a good idea as this gives you the opportunity to digest some of the reactions of your audience. You can use what you learn from your questionnaire to make an informed decision on whether or not your event was a success. Feedback in this form helps you to decide whether changes need to be made the next time you host a conference.

Article provided by Clikapad, the UK’s number 1 audience response technology company offering incisive solutions to bridge the gap between audience and presenter.