The board then allows a time for general announcements, a review of the actions decided on during the meeting, and adjournment. Think twice about inviting those wonderful people who have a volatile or dysfunctional personality or have a reputation for any kind of disruptive behavior at meetings. What do you want participants to do, think, or feel as a result of the meeting or event? Part V: Exhibiting at Home and Abroad. Chapter 12: Nuts and Bolts: Negotiating, Contracting, and Ensuring Safety. Chapter 21: Strutting Your Best Stuff Overseas: Exhibiting 301. The notice should contain the meeting date, time, location, and topics of discussion. I take the mystery out of each option and outline the major pros and cons.
If your directors are geographically separated and you anticipate that they will need to meet frequently, you may consider teleconferencing, videoconferencing, or Web conferencing as alternatives to traditional meetings. Chapter 5: Bringing an Event to Life. These groups often assemble the special meetings, sometimes called Extraordinary General Meetings, when they need shareholder approval for a particular action or transaction to proceed. Basic Responsibilities of Meeting and Event Planning What does the job of planning a business meeting or event entail? In essence, what this means is simply that meeting is a natural function of our existence. At the appointed time, the meeting is called to order. Let it be your guide to mastering successful strategies and tactics, as well as your source for insider secrets from the pros. They are experts in the meeting or event planning field and are well trained to carry out the supervision.
In this part, you take your first step into an exciting, multifaceted arena. The location sets the stage and creates the right environment for the action to happen. Chapter 10: Is the Grass Greener Overseas? Chapter 11: Lights, Camera, Action. Chapter 9: It's the Extras That Count. You have to cover all the basics from reviewing the content of the meeting to accommodating the attendees. Then, you must hone your skills so that you can negotiate for the best venues, vendors, and speakers for your attendees. You can count off four, five, and keep right on going.
If your company publishes an annual report, be sure to include a copy along with the notice of the meeting, so that the recipients can review it before attending. Organizational skills include preparing a checklist of clients with whom discussions regarding the event are to be carried out. It explains all the nuts and bolts, how to make good connections, and why and how Twitter can benefit you and your business. If the purpose of the meeting is simply to impart one-way information to a large group, then naturally everyone should be invited. We all love our checklists, and this book is full of them! In addition, meetings can minimize or eliminate many time-wasting activities such as playing phone tag, sending unnecessary e-mails, or exchanging volumes of paper. Chapter 20: Strutting Your Stuff: Exhibiting 201. You also have the choice of going the social route by using breakfast, lunch, or dinner as a meeting time.
Chapter 2: Strictly Business: Knowing Your Meeting Type. They are responsible for suggesting the best-suited venue for the event, managing staff needed for the event, and ensuring good and adequate food so that guests don't have to face any inconvenience. When all business has been completed and the discussion period is over, the meeting is adjourned. Chapter 12: Nuts and Bolts: Negotiating, Contracting, and Ensuring Safety. The key to success is really knowing your strengths and also knowing what someone else can do best — in other words, what should be handled internally and what should be contracted to outside experts.
It provides guidelines to avoid hiring duds, in addition to giving you information on room layouts and audiovisual equipment that ensure a high-impact presentation. The end result may increase productivity dramatically. Although some gatherings clearly fall into one category or the other, there can be some overlap. But the way meetings and events take place is changing. Ask yourself three essential questions: What do you expect to accomplish? This comprehensive resource covers all the angles from the little details to the big picture to make sure your business meetings and special events come off without a hitch! When it comes to events, keep in mind that no one wants to stay longer than they have to. These days, people seem to be meeting more, enjoying it less, and growing increasingly frustrated that they have so little time to get their real work done. Chapter 16: This Phone's for You: Teleconferencing.
Nowadays, there are many corporate event planners that you may take help from to conduct a successful corporate event or meeting. After the meeting is called to order, the secretary reads the minutes from the previous meeting, and the board approves them. They have to discuss all requirements with the clients regarding the corporate meet, and organize the details accordingly. Decide on the optimum number of people necessary to give you the result you want. How to Plan Effective Business Meetings and Events Organization and preparation are key when planning a business meeting or event.
Understand the value of your business. Many people within a company or organization may find themselves responsible for planning one or many meetings and events, both large and small. You must decide whether a potential meeting is a must-do, a should-do, or a nice-to-do — eeny meeny miney mo. The book also includes information about how to get the training and experience needed to prepare for this demanding, but imaginative, field of work. Based on this realization, the first thing the person responsible for holding a meeting or event has to determine is how necessary it is to meet. Chapter 21: Strutting Your Best Stuff Overseas: Exhibiting 301. This book highlights many creative outlets inherent to the work, but it also offers a realistic appraisal of the long hours, demanding clients, and other hard work involved.
For important details, consult state and federal law, as well as your corporate bylaws. Understanding the order of business At a typical shareholders meeting, a written agenda and description of the rules governing the meeting are distributed to attendees as they arrive. This way, you can learn from my experience to make your meeting or event run smoothly — while saving money and time, too. For larger events, match the meeting to the facility. Special shareholders meetings can also be called whenever the chairman or vice-chairman of the board of directors, a consensus of the majority of the board of directors, or a group of shareholders who together hold at least 10 percent of the total number of company shares decides that another meeting is necessary.
Chapter 14: Drinking Champagne on a Beer Budget. Questions and comments raised by shareholders must be of concern to all shareholders — matters of individual concern can be discussed with company representatives after the meeting. Using your own internal conference room saves money, but is it the right place to meet? Potential persons include stockholders, upper management, local dignitaries, key employees and their families, customers, and vendors. The need to hold meetings and events remains strong, because getting together with other people continues to be an effective way to accomplish goals and exchange ideas. The authors teach you how to market your organization using the most up-to-date tools and technologies available through the Internet. Chapter 14: Drinking Champagne on a Beer Budget.