At IQ SmartCenter, we work hard to to make our conference meeting space experience the best it can be for our clients. With our sleek, modern boardrooms and state-of-the-art technology, we will make your next meeting as engaging as possible. Once you book our amazing conference space, you will have the most important factor taken care of for your next meeting. And, for even better attendance and participation, we have put together a list of 10 things to do differently to help engage attendees.
1) Visit the Meeting Space Ahead of Time
After booking a meeting space, try visiting the room before the big day itself. This way, you’ll have a great sense of the seating layout and technological capabilities offered. With this information, you’ll be able to plan the most effective meeting. Even further, your participants will remain engaged with a layout that is conducive to feedback and group conversation.
2) Create a Meeting Agenda
Consider creating a one-page meeting agenda for your next conference meeting. This agenda will feature the main points to discuss during your meeting. Don’t forget to email your agenda to your attendees beforehand. This way, people will come prepared and your meeting will run much more smoothly.
3) Begin with Introductions
In a conference meeting, you’ll most likely have people from different departments. If your company is large, these people may not know each other well. So, consider beginning your meeting with introductions. Have your attendees introduce themselves, their position, and their goals for the meeting. This way, your attendees will feel more comfortable participating. They can also network more easily after the meeting!
4) State the Meeting Goal
After introductions, it’s extremely important to state the goal for the meeting. This is because your attendees should know exactly why they have been assembled. Additionally, they should have a general idea of what they’re hoping to accomplish. In effect, having a goal in mind will help keep your attendees attentive and focused.
5) Discourage Laptop Use
Another tactic you can do differently at your next meeting is to limit laptops. Although many people rely on their laptops, you should consider discouraging laptop usage. This way, you will get rid of any unnecessary distractions. As a result, your attendees will be more likely to pay attention.
6) Provide Food and Beverages
A perk you can add to your next meeting is to provide food. For example, morning meetings are a great opportunity to have a high breakfast, such as mini bagels and coffee. Or, if your meeting goes into lunchtime, try catering a variety of hot and cold options. But, make sure to keep in mind any dietary restrictions!
7) Incorporate Interactive Elements
At your next meeting, take advantage of cutting-edge technology. For example, consider the benefits of IQ SmartCenter. Here, you’ll have access to an advanced video collaboration system. This is perfect for all your presentation needs. This way, you can display a media-rich PowerPoint presentation or video slideshow with ease. With our technology, can even switch presenters quickly and efficiently throughout the meeting. These tools will further engage your attendees.
8) Invite Guest Speakers
People love surprises. Invite a few surprise guest speakers to share their experiences! Try to have industry professionals speak about relevant topics. This way, your meeting attendees can ask their questions to industry experts. This is a great way to switch up the typical protocol at your next meeting.
9) Keep Your Meeting Short
If your meeting topic can be discussed in half a day, then keep your meeting short. There’s no need to increase the time of your meeting unless your agenda is extremely detailed. Don’t forget that people have short attention spans. So, the more concise your meeting, the easier it will be to keep everyone’s attention. If there are multiple topics to be discussed that will push out the timeline, consider breaking these into segments. Or, you may even want to create a monthly series of offsite meetings so that everything doesn’t have to be tackled in one sitting.
10) If the Meeting Needs to Be Long, Schedule Breaks
At the same time, if your topic requires more time, don’t be afraid to schedule a longer meeting. But, if your meeting stretches over the course of a day, or multiple days, be sure to schedule breaks. This will give people time to break up into groups and discuss different strategies. Even further, your meeting attendees will have valuable time to meet new people.