How to Set Up a Group Meeting

By eHow Business Editor

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Gathering a group of people for a meeting is a great way to get across a message. The trick is presenting a topic that a group of people wants to hear. It is wise to ask questions previously to your target audience to find out this information before setting up your group meeting.

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Instructions

Difficulty: Moderate

Things You’ll Need:

Meeting place
Audience
Sign in sheet
Topic to present
Tables
Chairs
Name tags

Step1

Decide who your audience will be and how many will be attending the group meeting.

Step2

Reserve a place that will hold the amount of people you have in your audience and will accommodate the presentation.

Step3

Design seating for your audience. For a small group, 15 people or less, you can place long rectangle tables in a square, if the speaker is also sitting at the table, or in a U shape. If you are planning a medium group of 16 to 30 people, then you can arrange seating with large rectangle tables and all the chairs facing the presenter. Larger groups require a great deal of space that will be best suited without tables. Line the chairs in rows.

Step4

Position individually wrapped candies on the tables to be easily accessible and to help keep fidgety hands busy.

Step5

Put pens and pencils on the tables in case members of the audience have forgotten them.

Step6

Provide snacks for the meeting on a table in the back of the room. This will give the audience a chance to get up and move if they need to without leaving the room so they can continue to listen to the presentation.

Step7

Set up the presenter's area with equipment needed. This can include an overhead projector, TV/VCR combo, DVD player and podium.

Step8

Place a sign up sheet next to the snacks so that the audience will be sure to see it and they will sign in. This will allow for good record keeping as far as how many people show up and what were the most attended meetings or workshops.

Tips & Warnings

Target your audience by sending out a survey, asking what times they would like to hold the meetings and what topics they would like to cover.
Designate a facilitator of the meeting so that person can keep the meeting on track if the presenter is not able to.