Planning and organizing a meeting can be either a simple thing to do or it can be complex with weeks of preparation needed. Depending on the purpose and the attendees, meetings should always be properly planned in advance. You may have a team of professionals such as an event planner or meeting organizer to complete the job for you, or you can always set up the meeting yourself. But as mentioned, you need careful planning to ensure it goes as planned. To learn more about this, let us discuss this further below. And to help you plan a meeting, we’ve got a list of meeting organizer samples that are downloadable for free on this page.
10+ Meeting Organizer Samples
1. Meeting Organizer Grant
2. Meeting Checklist for Organizers
3. Team Meeting Organizer Template
4. Sample Meeting Checklist for Organizers
5. Advisory Board Meeting Organizer
6. Pre-Meeting Organizer
7. Intelligent Meeting Organizer Template
8. Summer Meeting Organizer Checklist
9. Meeting Organizer Note
10. Sample Team Meeting Organizer
11. Printable Meeting Organizer
What is a Meeting Organizer?
A meeting can be informal or formal in nature. If you find yourself working in an office or company for that matter, chances are you’ve been to several meetings. Some are properly organized, and others are called on short notice. The main purpose of meetings is to conduct a discussion with a group of people or even just between two individuals. Large-scale meetings with perhaps VIPs are often in need of proper planning. Once a meeting has been set, then the process of organizing a meeting is underway. Each meeting has different needs, so understanding how to organize a meeting can help you plan efficient meetings that communicate information effectively and stay on schedule.
How To Organize a Meeting?
Properly planning for a meeting has its benefits since you will be able to find the right venue, and basically save on the cost rather than planning things at the last minute. Before you can start looking for a venue make sure you’ve got all the requirements needed to organize the meeting so that once you begin organizing you’d have fewer things to think about. To start, we’ve got a list of steps to help you successfully organize a meeting.
I. Determine the Agenda
Determining the meeting’s agenda may help you properly achieve the meeting’s central goal. Whether this is a status update, decision-making, problem-solving, team building, or discussions, it is essential that the purpose of the meeting is crystal clear.
II. Number of Attendees
The next step is to determine how many people will be attending the meeting. This is essential since you will need to find the right location to fit the right amount of people, and you need to also consider if meals or snacks need to be served. Another important factor to consider when inviting people is choosing who they are and if they are relevant to the meeting to be conducted.
III. Location, Date, Time, and Other Resources
Determining where to hold a meeting can be very important not only for the number of attendees but if it is logistically possible for them to go to the venue. Then you need to reconfirm if the venue is available on the date and time for the meeting, and considering how long the meeting would last would mean the preparation of meals as well. Make sure the location also has enough equipment to be used in the meeting.
Make sure that everyone on the list of invitees has reconfirmed their attendance most especially if the meeting is held outside of the office. This will help you finalize the location, caterers, and other important matters.
V. Inform the Attendees of the Agenda and other Matters
Make sure that you send invites a few weeks before the meeting to avoid last-minute cancellations. Consider sending important materials to meeting participants in advance, such as the agenda and what is expected at the meeting so they can come prepared.
VI. Summary or Minutes of the Meeting
After the meeting, you can send a summary of the minutes of the meeting to the attendees. Point out the important discussions and decisions that have been made. You can also use this to remind the attendees of their pending tasks and deadlines.
How Long Should a Meeting Last?
A quick meeting, where overviews or reminders are discussed normally lasts around 20 to 30 minutes. Longer meetings tend to take on several hours.
How Do You Send Meeting Invites?
Inviting people to attend a meeting is effectively done through email which is cost-effective and could be sent anytime or anywhere. To remind invitees to respond, you can either send an email reminder or give them a call.
What are the various ways to hold a meeting?
Before the COVID-19 pandemic, meetings have been done face-to-face or through a gathering in a particular venue. When the pandemic hit, and health protocols were imposed, a lot of companies now prefer conducting meetings via Skype, Teams, or through other online video applications.
Organizing a meeting is important in order to successfully accomplish its objectives and goals. You need to plan and organize the agenda, the number of participants to the venue. To make it easier for you to plan a meeting, download our free templates now!
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