Business and industry meetings play an important role in the development
of new products and ideas, as well as the creation and maintenance of
valuable partnerships. Once you’ve chosen the Houston
convention venue for your meeting, the next step on your to-do list is developing your
meeting agenda. An effective agenda will ensure that your meeting proceeds
smoothly and on track, allowing for maximum productivity, comfort, and focus.
Keep your conference venue rental in mind.
Issues such as travel time and conference venue rental size will impact
the best starting and ending times for meetings, presentations, and breaks.
Starting your meeting too early in the morning or letting it run too late
when significant travel time to and from your conference venue rental
is needed will affect attendee comfort and cut down on valuable after-hours
socialization and networking. Similarly, it’s important to consider
venue size when scheduling back-to-back presentations to ensure attendees
have enough time to move comfortably from one area to the next without rushing.
Confirm your presenters early.
If presentations will play a role in your meeting, it’s vital to
confirm your presenters as early as possible. This will allow you to
create an effective meeting schedule that accommodates your presenters’ needs, such as special travel
arrangements or other potential restrictions. Furthermore, early confirmation
ensures that you know exactly how many presentations you’ll need
to schedule, as well as the type and subject of each presentation, which
allows you to create a program that flows naturally and provides each
speaker with the time he or she needs.
Schedule frequent breaks.
Breaks and snacks are important yet often overlooked necessities during
meeting agenda development. Regardless of how long or short your scheduled
meeting days will last, including breaks after every few meetings or presentations
provides a valuable chance for attendees to take a few moments to absorb
the information they’ve learned, stretch their legs, socialize,
and re-energize. Failing to schedule breaks and snacks into your meeting
can diminish both mood and attentiveness throughout the day, causing you
to fall short of your meeting’s ultimate goals.