Planning a Great Meeting Continued

By Jeffrey Babener, © 2013
•        Name tags. These are easy to forget, but don’t.  They really help people talk to one another. You can pick
them up at most stationery stores.  

•        Registration cards. Make sure to record who is in attendance, so you can follow up later. Either have an
attendance sheet on the registration desk as people walk in or consider having a drawing or door prize as an
inducement for attendees to fill out registration cards.

•        Company sign or banner. Place this near the registration area to create recognition. Remember, many
meetings may be going on in the same hotel at the same time.

Hotel Lobby

Make sure your meeting is on the hotel marquee of events or televised monitor. Don’t assume that the hotel will do
this right. Before the meeting, double-check the monitor or sign board and be sure that the notice includes the
name of your company, the time of the meeting and the designated meeting room. A nice touch is to have a host in
the lobby to direct guests to the meeting area.

Sound System

Ask the hotel for one microphone to be set up on the podium with a long cord. The cord should be long enough to
reach the rear of the room. Lapel microphones are effective, but remember to let the hotel know ahead of time.


Ask for a single podium at the front of the room, placed on a 6-foot by 12-foot riser.  Drawing Board You’ll probably
explain the compensation plan at your meeting, so make arrangements to have a chalk board or white drawing
board with appropriate writing utensils or a screen for a PowerPoint presentation or video.

And the Bill Please?

Obviously, the cost of a meeting can vary widely. So, shop around. Your basic costs will be for:

•        Room rent
•        Podium/microphone and
•        White\Blackboard\Screen for PowerPoint or video presentation

Big Returns

“You are going to increase your investment ten-fold by paying attention to detail,” says Greg White. Your effort in
planning a great meeting will be reflected in the growth and higher productivity of your sales organization.

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