How To Successfully Plan a Destination Meeting
Emails aren’t always the best at summing up important agendas. Meetings play an important role in businesses, from giving progress reports to establishing new partnerships. They are a great form of communication and, when conducted correctly, offer lots of fruitful outcomes and information.
Destination meetings take your business out of town and provide you with a great opportunity to form relationships beyond your local area. They commonly occur during business expansions or while broadening partnerships. To get the most out of your experience, here are some tips on how to successfully plan a destination meeting.
Plan Ahead
In most scenarios, the more preparation you do, the better. Tackling problems as they arise limits your control. Planning ahead prepares you for any possibilities and limits risk.
Do a Pre-Trip Location Scout
Once you know the location of your meeting, plan a pre-trip to scout out the area. Visiting your destination ahead of time offers many benefits. It allows you to check out the best places to host a meeting, discover the lay of the land so that you don’t get lost, and scout out local businesses that can supply you with food, beverages, and other meeting necessities.
Hire Transportation Services
No matter your familiarity with the area, between traffic and road conditions, traveling to and from destinations generate a lot of stress. The commute to the meeting adds one more thing to worry about on your to-do list.
Go With a Private Car Service
Ensure you, your team, and meeting guests make it to the boardroom on time by having a reliable means of transportation. There are many benefits of using private car services for meetings. They take care of all your transportation needs, ensuring that you arrive and leave your meeting destination with ease.
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Curate a Meeting Agenda
Meeting agendas are like itineraries: they provide you with an overview of what you want and need to accomplish.
Schedules Are Essential
Curating a meeting agenda and mapping out your topic of discussion, presentations, and other necessities ensure that your meeting moves along smoothly and ends up being a fruitful experience. It also helps everyone stay on task. Handing out the meeting agenda to all participating parties in advance gives everyone the opportunity to prepare.
Double-Check Room Equipment
Depending on the nature of your meeting, you may need to meet specific requirements. Double-checking what your meeting location offers allows you to prepare better.
Prioritize Amenities
If you need technology access in your meeting, check for outlets and presentation equipment. Scout out the seating options. And find out if the room comes pre-furnished with tables and chairs. Double-check that the room can satisfy your needs.
Knowing how to successfully plan a destination meeting allows you to expand your business beyond your local area. It ensures that your travel efforts don’t go to waste and everyone leaves the meeting fulfilled.
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Meet The Writer!
Hi! My name is Nadia Ibrahim-Taney and I help people design happy and fulfilling careers through authentic career coaching. My expertise includes career exploration guidance, resume writing, interview prep and LinkedIn profile optimization. My pronouns are She/ Her/ Hers and as a member of the LGBTQ+ community, I focus on how diverse identities impact and influence folks holistically and professionally. Please connect with me on LinkedIn or at Nadia@beyonddiscoverycoaching.com
