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.