5 Mistakes to Avoid When Getting Started Planning Meetings

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Your boss just asked you to plan a team meeting—and as soon as you start researching, it’s clear that it’s not as simple as it seems. So many things can go wrong, and you don’t want to end up costing your company money.
“If you’re given the responsibility for a meeting, you should take it very seriously,” said Dianne Devitt, a former adjunct professor at the Jonathan M. Tisch Center of Hospitality at New York University, who has created an online course designed specifically for ‘occasional’ meeting planners.
“Many bosses don’t understand the complexity of the task—this is not just a dinner in your living room. There are so many decisions that are all cost-related, and they are asking people to make them without knowing what they are doing.”
Here are 5 of the most common planning mistakes for beginners—and what you can do to prevent them.
Mistake #1: Not Hiring a Lawyer
Contracts are an important part of planning meetings, and there are specific contract clauses which, if overlooked, can cost your company thousands of dollars—or more.
For example, you need a strong force majeure clause to protect you if you are forced to cancel because of inclement weather, such as hurricanes. If your cancellation clause includes a fee that increases incrementally the closer it gets to the meeting, you could face a high penalty if you are forced to cancel close to the date.
The best way to protect yourself and your organization is to run your meeting contract by a lawyer. If the company does not have one, a Google search will identify several who specialize in meetings.
Mistake #2: Not Understanding the Value of Your Business
You could be leaving money on the table by not sharing information about the value of your business with your hotel. Research which other meetings your company has planned and use the data (such as attendee spending, or how many people extend their hotel stays) to negotiate lower rates.
Or, if there are other company meetings planned for the future, can you use the same property or hotel chain to save money? If your meeting will be recurring, can you book future dates to get a volume discount?
Mistake #3: Not Considering Security
Group gatherings are at risk for everything from a bomb threat to an active shooter. Yet, few beginners think to meet with their venue’s director of security.
“I always start by saying, ‘What could go wrong?’” said Devitt. “There’s a standard protocol and chain of command that’s respected and deferred to not only when things are going right but most especially when things are going wrong.”
Mistake #4: Not Making Your Meeting Inclusive
For meetings of 15 people or more, The Americans With Disabilities Act requires that meetings must be accessible to individuals with disabilities, requiring features such as accessible seating, clear sightlines, hearing assistance options, accessible pathways, and the ability to provide accommodations such as interpreters or real-time captioning.
It’s equally important to identify all special attendee requirements in advance and to address all that can be reasonably accommodated, with the help of your hotel. This is no small matter: Not inquiring about food allergies or relying on a hotel’s menus without questioning the ingredients could land an attendee in the hospital.
Mistake #5: Not Having Your AV Act Together
The most behind-the-curtain details, such as glitchy AV, can ruin a meeting’s important moments. Dozens of factors, from Wi-Fi connectivity to mirrors in the meeting room, can affect the outcome. Having a skilled audiovisual team, conducting rehearsals and discussing contingency plans are essential.