Just like other events, proper planning is extremely important to make a conference or meeting a success. Some people get stressed out when they are tasked to plan a company meeting. If it’s your first time to plan a meeting, then worry no more. This guide will help you through in planning your first ever meeting and will also serve as a guide for the future ones.

Plan on the Agenda

The meeting agenda refers to the topic that will be tackled about during the event. Planning the agenda ahead is essential in every meeting or conference. By knowing the agenda in advance, the attendees will have some time to do their research and find some concerns they want to raise up during the meeting. Expect an active participation from the guests when you do this step.

Pick the Venue

The venue is important in every meeting. In choosing the venue, make sure it can fit the number of attendees without compromising their comfort. If you have a small group of people as guests, smaller sized rooms are more conducive to nurture the connection between attendees. For a large group meeting, bigger rooms are more appropriate so they still have space to move around. Book Geelong’s leading conference centre for any type of corporate event, whether big or small.


Providing maps or other material that provides directions to the attendees help them find the venue easier. This can also help them plan their travel schedule so they won’t be late for the event. Don’t forget to consider the parking space because some participants may arrive on their own vehicle.

Know the Important Facilities

The facilities in the venue play a great role in every meeting or event. With today’s modern technology, audio visual equipment is what you need to display the presentation to the audience. Be sure that they have high quality microphones, projectors and other essential equipment that the event speaker will be using. There are some cases where internet access is important such as when you’ll be having a teleconference so be sure to have this feature checked.

Food and Refreshments

Food and refreshments is also important in any event. This can be provided by in-house catering in the venue or by hiring an external catering service to serve in the event. Be sure to have a variety of meals, considering that some of the guests may have special dietary conditions. On short breaks, refreshments must be served to the guests to perk them up for the next part of the meeting. For a budget-friendly approach, ordering drinks in advance is a good choice. However, there might be a risk that some guests don’t get a drink. To make sure this doesn’t happen, why not have an open bar where guests can freely get their own drinks during the break.

With these key factors to keep in mind, planning a meeting will never be a daunting task ever no matter how many attendees are coming.

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