How to Host a Business Meeting

Hosting a meeting requires more than simply showing up and trying to discuss business with your associates. Having a structure, and sticking to it, is especially important when dealing with important partners and clients. If you need tips for how to structure a meeting, read on. If nothing else, your reputation may be enhanced by doing so.

Things You'll Need

• Adequate meeting areas

Instructions

1. Make sure your meeting space is set up before people arrive. Ensure that your attendees have space and that enough chairs are provided.

2. Make sure that attendees know where the meeting is scheduled, including the time and place. Provide an agenda that lists the start and end time and all topics to be discussed during the meeting. When communicating with attendees, check to see if they require computer access or other materials, such as notepads and pens. Let attendees know that you will be providing food, if you will be doing so. If some are from out of town, make sure they have a clear map to your meeting location and include some hotels in that area. Personalize this information with areas to avoid or nice places to visit if they arrive early.

3. The day of the meeting, get there early and make sure there is adequate space for everyone, including guests. If you have a written schedule, have copies for everyone. Make sure your schedule starts on time. Be prompt; if attendees are not there, start the meeting unless they have given a courtesy call to let you know they are behind. Consider providing place cards for each participant, which can help make them feel a bit more special. Also consider providing a gift to attendees with your company logo of some sort like a notebook, pen or gift bag.

4. The person conducting the meeting should do the introductions, remind people to put their cell phones on vibrate, and before you get down to business, make sure they know where the facilities are located, among other important details.

5. Provide food. Make sure you have breakfast provided including muffins, coffee, juice and fruit. If your meeting location allows and time permits, take your attendees to lunch. The lunch doesn't have to be fancy, but make sure the food is good. In the afternoon, have snacks and drinks brought in. Always have cold bottled water available.

6. When the meeting is done take your attendees out for dinner to wrap up. This helps build relationships and talk about the actions taken in the meeting.

Tips & Warnings

• Treat everyone the same, the CEO to the secretary, each person makes the business run.

References

• Grant Thornton: Guidelines on Meeting Procedures