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1 Arranging a meeting

Public Group active 8 months, 3 weeks ago

The first stage in our model for effective meetings is Arranging a Meeting. The discussion groups on Arranging a Meeting cover a number of topics, starting with purpose and need: the first questions to ask when thinking about arranging a meeting are “Is this meeting really necessary?” and “What do we aim to achieve?” [read more]

Venue

  • This topic has 4 replies, 3 voices, and was last updated 9 months, 1 week ago by Ron Eagle.
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  • 10 December 2020 at 12:33 pm #292
    MeetingArkAdmin
    Keymaster

    What are your experiences with Venues? Sometimes great meetings can take place in very unlikely venues. Sometimes a great venue cannot make a meeting work.

    20 January 2021 at 4:30 pm #494
    Ron Eagle
    Participant

    Until post Covid venues will probably be at home but even then you need to ensure all attendees can access the software you are using for online meetings (Skype, Teams, Google Meet, Zoom etc) AND that all are working BEFORE you start.

    If in house then its a case of:  if attendees don’t know the time, place , subject and duration of the meeting they wont/cant come. Also see comments on ‘invitations’ topic in this group. Also need to give info’ on accessibility (eg disabled ramps, assisted entry, allocated parking if needed) and general parking on site or nearby; nearby bus/train routes ; on site facilities such as cafeteria availability. Good idea to check if the allocated room actually meets the needs…is it big enough, has the required equipment etc. (of course all these apply only post covid).

    25 January 2021 at 12:13 pm #555
    MeetingArkAdmin
    Keymaster

    Hi Ron!

     

    Thanks for the above.

    My experience with physical venues is that the 80/20 rule seems to apply. 20% of venues will give you 80% of your problems. I have seen venues that one might expect gold-standard service turn out to have next to no parking; have zero skills in helping set-up audio-visual equipment in terms of having the cables needed; of having forgetting / misplaced instructions on having delegates tea / coffee facilities etc.

    Have you had any “character-building” experiences yourself in this department that you could share?

     

     

    22 February 2022 at 6:04 pm #5011
    kieranfoley
    Participant

    The key rule seems to be “expect the unexpected”.

    I was once doing logistics for a mindfullness seminar, held at a fairly large hotel in Bristol, England. As you can imagine, it needed a lot of peace and quiet, which it got…until half-way through, when we found that there was a long standing 1940s English singalong in the bar that was directly above our room.

     

    26 April 2022 at 9:34 pm #6023
    Ron Eagle
    Participant

    I agree that venue can be one of the highest potential challenges and let us not forget that one of those ‘venues’ can be video meetings.

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