For a meeting or event to be effective, there are three important moments to focus on: before, during, and after. Each one has essential points and in this blog entry you will learn how to efficiently organize and take advantage of every moment of your meeting or event.
Before the Event
Do you have a big event or just a meeting with collaborators and clients in mind? Choose correctly the space that suits your needs. Then write the guest list so you can consider their times to establish a schedule that works for everyone.
The two most important things before an event are: the organization and the invitations. Organization refers to planning the different menus of food that will be served if it is the case, the coffee, how many chairs and tables will be accommodated, and even if there will be a screen and projector for a presentation.
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You already have everything organized, what's next? Send the invitations. But be careful, don't send cold and unwelcome invitations. You must choose the best moment and do it in a warm way, showing your guests that you really want to have their presence.
Send the main invitation at least one week before the event and send a reminder three days before and remember to ask them to confirm their attendance, so you can know who will attend and who will not.
During the Event
Guests arrive with different moods at your event or meeting. How can you help change their attitude? Upon arrival, a gift may be waiting for them at the table, that will make a difference in their day and they will not forget your meeting or event.
The use of social networks is just beginning when invitations are made, you can still use them during the event or meeting. It is good practice to encourage the use of networks, so that more people will know what is happening, even if they have not attended.
Approach your guests and talk to them. How have they been? What have been their most recent achievements? Their most worrying problems? It is a good time to understand your customers and suppliers and establish a more human relationship, even when it comes to work.
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Remember to take photos and video! In addition to acting as evidence, they are content for your social media that will give something to talk about the event in the following days. Also, maybe when you retire you can enjoy a nostalgic afternoon looking at the photos of your best events and meetings.
After the Event
Before clearing the tables, it is important to thank all the guests for taking the time to attend. How you do it is up to you. It can be with a symbolic gift such as a pen, a toast or a speech, depending on the atmosphere of the meeting or event.
Even if your events are not recurring, the best thing you can do once the event has concluded is to measure: how many of the guests attended? How much time did they stay? What were the most prevalent comments? This type of analysis will make your next events better and better.
If you have an event coming up and you want to forget about the organization, accommodation, cleaning and even food, Technology HUB is here to help you.
