Host Meeting

Identify meeting objectives

  1. Meeting objectives have been identified and agreed to: present design alternatives, make a decision, educate or inform, generate consensus, introduce firm, network, entertain, socialize
  2. Best approaches to meet objectives determined: presentation, brainstorming, discussion, consensus-building techniques

Prepare agenda

  1. Agenda topics have been collected: from team members, potential participants, others
  2. Agenda has been prepared: introductions, topics, timing, schedule

Notify participants

  1. Participants have been identified: in-house staff, consultants, clients, business associates, users, vendors, experts
  2. Participants are available: verified by phone, email, personal contact
  3. Alternatives are available for people who can't attend: phone-conference, video-conference, webcast
  4. Meeting roster has been completed and distributed: names, phone numbers, email addresses

Select meeting location

  1. Meeting location has been selected: in-house, building site, consultant office, hotel, restaurant, coffee shop
  2. Meeting room requirements have been identified: size, shape, availability, audio-visual
  3. Seating arrangement has been determined: classroom, conference room, U-shape, circle, small group tables, banquet style
  4. Meeting spaces have been reserved: meeting rooms, reception areas, breakout rooms, refreshment areas, dining areas
  5. Environmental obstacles can be overcome: noise, sun, heating, cooling

Assign meeting tasks

  1. Meeting tasks have been assigned: hosting, speakers, facilitators
  2. Meeting support tasks have been assigned: room set-up, equipment set-up, reception, record-keeping, photography, time-keeping, technical support, catering, clean-up

Order food and beverages

  1. Food and beverage requirements have been determined: before meeting, during meeting, after meeting, during breaks, breakfast, lunch, dinner
  2. Items requiring lead time have been pre-ordered: food and beverages, catering

Verify participation

  1. Participants have been notified of meeting time, date, and location: by email, letter, phone, invitations, public announcements
  2. Participants know how to get to meeting: vicinity map, directions, security access directions
  3. Agenda and support materials have been delivered to meeting participants: by email, invitation, mail
  4. Speaker arrangements have been confirmed: availability, reimbursements, audio-visual requirements, handouts, transportation

Create and gather presentation materials

  1. Presentation materials and handouts have been created: renderings, models, walk-through animations, room studies, area analyses
  2. Best time to distribute handouts has been determined: prior to meeting, at reception, during meeting, after meeting
  3. Hand-outs are ready for distribution: reports, studies, analyses, slide notes
  4. Background and reference material has been posted for participant review: website, ftp-site, email

Create supplemental meeting materials

  1. Sign-up sheets have been prepared: meeting name, project name, date, time; columns for participant name, address, phone, email
  2. Name tags have been created

Pre-deliver materials and equipment to meeting site

  1. Best way to deliver required meeting goods to site has been determined: ship, mail, hand-deliver
  2. Required materials and equipment have been delivered to meeting site in advance: drawings, specifications, background material, handouts, audio-visual equipment

Pre-arrange access to meeting

  1. Access for visitors has been arranged: security, participant roster, background checks

Hold pre-meeting rehearsal

  1. Arrangements have been made for rehearsal: objectives, agenda, participants, location, presentation materials, (see tasks above)
  2. Each team member has rehearsed his or her role
  3. Potential questions and answers have been discussed
  4. Rehearsal retrospective has been completed: improvements identified and implemented

Set up meeting venue

  1. Required materials have been delivered: received, unpacked, verified, safely stored
  2. Meeting venue has been set up: tables, chairs, podium, directional signs, presentation boards
  3. Environmental problems have been corrected: noise, sun, heating and cooling equipment
  4. Presentation materials have been set up: renderings, models, posters, slides, diagrams, flip-charts, white-boards
  5. Presentation equipment has been set up: overhead projectors, slide projectors, televisions, LCDs, laptop computers, microphones, lapel microphones, loudspeakers, video-conferencing equipment, phone-conferencing equipment, wireless access equipment, flash memory cards, CDs, laser pointers, electrical extension cords
  6. Presentation equipment has been tested: sound, visibility
  7. Supplemental presentation materials are available: pens, markers, erasers, tape, push-pins
  8. Reception area has been set up: table, chairs, handouts, sign-up sheets, name tags
  9. Food and beverages are on-hand: pre-meeting, breaks, lunch, post-meeting
  10. Handouts are available: background material, slides, meeting notes, brochures, give-aways

Host meeting

  1. Participants agree on agenda, meeting objectives
  2. Participants agree to ground rules: discussion rules, break schedule, facility use, cell phone use, pagers, computers
  3. Sign-up sheet has been completed: early and latecomers
  4. Handouts have been distributed: slides, meeting notes, brochures, give-aways
  5. All agenda items have been covered
  6. All participants have voiced opinions and concerns
  7. Unresolved issues have been captured for future: next agenda, future meetings, placed on task cards
  8. Meeting events have been tracked: meeting notes, minutes, photos, video cam
  9. Participants agree on date for next meeting
  10. Supplemental handouts are available before participants leave
  11. Meeting evaluation process has been completed: retrospective, meeting evaluation forms
  12. All action items have been identified and documented: who, what, when

Follow up after meeting

  1. Venue has been cleaned up and restored: furniture and equipment restored, hand-outs and food removed, spaces clean
  2. Feedback has been obtained from participants: surveys, phone interviews, informal meetings
  3. Follow-up material has been created: meeting notes, minutes, attendee list, presentation videos
  4. Follow-up material has been distributed: to participants, principals, team members, news organizations, professional organizations
  5. Task cards for action items have been created: team items, individual items
  6. Non-participating team members have been informed: principals, managers, team members, support staff
  7. Meeting materials have been posted for future reference: website, ftp-site
  8. Project accounting has been completed: invoices, travel expenses, reimbursements


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