Five Things Every Meeting Should Have

July 11, 2018 | corporate


With so many distractions in our lives at all times, planning a productive meeting can at times become a challenge. Here, we’ve listed five things to factor in when planning your next meeting, from outdoor breaks to circular stages. 


Combat fatigue with great lighting:

Gone are the days of dark enclosed rooms with attendees fending off a coma because the room too closely resembles a cave. The top meeting planners this year are strategic about choosing locations with an abundance of natural light.


Outdoor field trips:

Taking a break during the middle of a long meeting and going on active outdoor field trips is very popular right now. These 30-minute breaks could be as simple as breaking into groups and hitting the city streets for a breath of fresh air, or a quick rooftop adventure so that attendees get a good dose of sun. The break in location works to activate receptors in the brain that encourages employees to engage more with the material and leads to a more productive meeting.


An edge to the orientation:

At one time, a drab 9 by 12 foot stage stood at the front of most meetings, but clients today are opting for circular stages that incorporate 360 degree seating around the speaker which helps to maximize the meeting experience. By creating a different kind of stage, guests can go straight from the registration table to being a true participant.


To Seat or not to Seat:

In order to combat fatigue, meeting planners are moving away from traditional seating and opting for meeting pods, unconventional seating and changing the orientation of the venue entirely. Events at The Lakewood for example have used high top tables with adjustable bar seats to create height differences and cut through cliché event experiences from the past.



Get connected, stay focused:

One of the most difficult parts of planning a meeting is keeping attendees engaged and getting them connected fast. To mitigate any possible distractions, provide charging stations at tables for phones and laptops, pen jars with stacks of notepads on the side, and printed wifi information cards so attendees can immediately connect and focus on the meeting’s material.