Checklist for Planning Your Next Corporate Meeting

If you’ve been tasked “planner” of your next corporate offsite or meeting, use this checklist to ensure that your event is on brand and set for success.  

1. SET GOALS

Determine the main goal of the meeting. A good (and quick) assignment for each member of the offsite committee (yes, have an offsite committee!) is to list the following in the order of priority:

  • Educate - something new is being introduced that needs everyone’s attention and participation
  • Motivate - heading into a busy selling season, it’s time to get the team working together to meet the company goals
  • Celebrate - huge wins, high fives for bringing home the gold

2. SELECT A SITE

Identify what would best reflect the brand, the company culture and the goal you’re setting out to achieve. If the sessions are long, consider the furniture to make sure the seats are comfortable and set up to support the meeting goals (i.e. education = classroom style). Looking for site inspiration in NYC? We have you covered!

3. CREATE A DOABLE AGENDA

One that will remain on time, with Q&A for each session and has time for socialization and discussion built in. Assign someone to capture the key take-aways to recap/share at the end of each day.

4. CRAFT A “PERSONALIZED” MENU

Ensure that your menu has variety and healthy options, including good snacks. Is there a celebration one night? Consider a more substantial breakfast for the next day. You can also add items that reflect your brand. I.e., if you have a red dot in your logo, red sour candies in clear vases can decorate your tables.

5. TEST THE TECH

Is it easy to use and ready for all participants? Plus the smaller touches - Soft-talker? Get a microphone. Screen not visible from all seats? Get another screen and / or reserve the “obstructed view” for support staff. Powercords? Get more. You don’t want participants sitting on the floor. Wifi? Make sure it’s strong enough. It’s the #1 complaint of most conferences.

6. MEASURE SUCCESS

Create a survey to be shared at the completion of the meeting. Include general questions to capture any culture shifts. Some good questions include: I have confidence in the future of this company;  I have confidence in the leadership of this company, etc.

7. MAKE EACH GUEST A VIP

Think of ways you can make participants more comfortable throughout the meeting. Create a “running club” for the mornings or secure spots at the yoga studio nearby. For the person who has to get to the airport before the meeting ends, have a car service scheduled, space to store their bags and a to-go bag with food for their trip.