If your boss puts you in charge of holding a morning business meeting for 20 to 30 people, it is a huge responsibility. If it is your first time planning the meeting, it can be a bit overwhelming. Since your boss is counting on you to plan a successful morning meeting, it is important that you do a good job. There is a lot of work and planning that goes into planning a breakfast meeting. Below are a few tips that can help you plan a successful meeting that will impress your superiors and your co-workers.
1) Serve Good Coffee
When the guests arrive for the meeting, you want to make sure that the coffee is ready and waiting. You should also make sure that there is enough coffee for your guests to drink during the entire event. Since you want to make a good impression, you don’t want to skimp on the coffee. If it is cold, weak, or tasteless, your guests aren’t going to be happy. Most people depend on coffee in the morning and they want it to taste good. If you have the money in the budget, you should also have a selection of tea for guests who aren’t coffee drinkers.
2) Serve a Good Breakfast
When your guests arrive at the meeting, chances are they are going to be hungry. If you want to please them, you are going to need to serve a good breakfast. This means hiring a company who specializes in breakfast catering. To start, you should have a table with donuts, muffins, yogurt, and a fruit platter. When it comes to the main course, you should avoid having a buffet. Buffet service can take too long and it can cut into the beginning of the meeting. It is best to have a plated breakfast served. This will allow your guests to get their breakfast without interrupting the speaker. There are plenty of tasty breakfast dishes to choose from and the menu is up to you. Finally, be sure to serve a selection of juices on ice.
3) Be An Energetic Host
Most people aren’t completely awake and alert early in the morning. If you start the morning meeting with one of the scheduled speakers, you might not be able to get the attention of all your guests. If you hire a host with lots of energy, they will get the guests interested in the upcoming program. Also, they can make sure that the program stays on schedule and that the event runs on time.
4) Organize the Speakers Before the Program Begins
If you have a few people scheduled to speak at the meeting, you should find them before people sit down to eat. You want to make sure that they are all at the meeting and they know when it will be their turn to speak. This will keep things running smoothly throughout the entire event.
5) Have Some Questions Prepared For the Speakers
A productive meeting will include an informative Q&A session for each speaker when they are done giving their speech. Before the event, you should familiarize what each person will be speaking about. This will give you a chance to prepare questions for the speaker. When it comes to Q&A sessions, it takes just one question to get the ball rolling. If nobody is asking questions, you can start things off with a question of your own.
6) Set Time Aside for Networking
When you are planning the meeting agenda, it is important that you set aside some time for the guests to circulate, mingle, and network. The best time to do this is at the end of the meeting. This will give your guests a chance to discuss the things that they heard during the meeting. Most people don’t want to be the first one seen leaving a meeting, If the networking time is at the end of the meeting, the guests can slip out when they are ready to go without being noticed, which will make them more comfortable.
7) Wrap Up the Meeting On Time
Since most of the guests at the meeting are going to need to get to work, it is important that you stick to the schedule and wrap the meeting up on time. If there are any stragglers still talking at the end of the event, you should kindly let them know that it is time to wrap things up. Not only will your boss appreciate it, the catering service will as well because they will need to clean up.
If you follow the tips listed above, your business meeting should be a complete success. As long as you pay attention to detail and you stay organized, you shouldn’t have any problems during the event.