MEETING EXPECTATIONS

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MEETING EXPECTATIONS
CONSIDERATIONS FOR MEETING PLANNING
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MEETING EXPECTATIONS
AGENDA Considerations Planning Guide Site
Considerations
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Studies indicate 77 per cent of people believe
offsite meetings are a necessity not a luxury
85 per cent believe face-to-face meetings are
more likely to result in breakthrough thinking
and 82 per cent believe that meetings bring out
the best in people.
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An overwhelming majority of meeting attendees (92
per cent) value meetings as providing an
opportunity to contribute, suggesting that
successful meetings may be a contributing factor
to employee job satisfaction. SOURCE
https//e-meetings.verizonbusiness.com/global/en/m
eetingsinamerica/uswhitepaper.php
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• Bond teams together
• Result in people feeling more inspired
• Bring out the best in people
• Results in breakthrough thinking
• Build stronger business relationships

Face-to-face business meetings help to
The Hilton Report on Business Communications
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Allowing people to be interrupted or diverting
their attention lowers the value of the
meeting From Psychology Today guidelines for
good meetings
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• PLANNING GUIDE PART ONE
• Plan and Execute an Effective Business Meeting
  Focused on Results
• Planning and staying organized is the key to
  hosting a successful business meeting or event.
  Document the following when starting to plan for
  your meeting
• Set clear, concise measureable meeting
  objectives
• Ensure your meeting objective is tied to business
  objectives and that the meeting is necessary
• Consider a meeting location the size of the
  room, number of attendees, shape of meeting room
• Understand what your meeting facilities offers,
  contractual obligations and inclusions
• Determine an invite list invite only necessary
  attendees
• Include relevant contact detail in your list
• Create (and follow) a meeting agenda
• Following the meeting, evaluate its
  effectiveness, tie back to your meeting
  objectives

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• PLANNING GUIDE PART TWO
• Basic Responsibilities of Meeting and Event
  Planning
• What tasks do you need to take care of when
  planning a meeting? While it may differ from
  meeting type to industry, you are likely
  responsible for the following aspects
• Location and site selection
• Overnight accommodations
• Travel arrangements
• Catering
• Invitations and agenda
• Audiovisual equipment
• Speakers and entertainment
• Recreational activities
• Decorations
• Printing
• Gifts and awards

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• PLANNING GUIDE PART THREE
• Event Budgeting Control Costs for Your Meeting
• Make your boss happy by knowing your budget
  before you start planning your business meeting
  or event, and then stick to it. Follow these tips
  to help you control costs
• Carefully review contracts and avoid surprises
  when renting a facility
• Ask every vendor to provide an agreement in
  writing
• Accommodate unexpected expenses by including a 10
  per cent contingency into your budget
• Carefully review all invoices and question any
  charges that dont align with your estimate
• Manage expectations with participants and limit
  the number of people authorized on the facilitys
  master account
• Monitor accommodation charges daily
• Watch for hidden expenses such as overnight
  shipping, taxes, or overtime charges

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Dont let the venue overwhelm the occasion.
Fancy venues are cool. Unusual venues are fun.
Theyre also distracting Pick a venue that
allows your employees to focus on the meeting,
not the venue. Jeff Haden, OWNERS' MANUAL
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Select a venue that will match your needs.  Look
for a venue that reflects the energy you are
trying to generate with your attendees.  Ask for
destination highlights, such as video or
PowerPoint, and incorporate them into your
collateral.
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The best way to get what you want, need and
desire for a successful meeting is to do your
research and compose a specific Request for
Proposal (RFP) that details all relevant
information about your group and your meeting
needs.
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• Location near Ottawa and Montreal
• Free shuttle from international airport
• Spectacular river views and natural beauty
• 50,000 square feet of meeting space
• 70 smart-wired rooms available
• Any size and configuration that you need
• Over 500 comfortable guest rooms
• Banquet rooms for up to 500 people
• Accessibility for people with disabilities
• Free wireless connectivity everywhere
• On-site Business Centre
• Computer labs for up to 24 people
• Complete A/V and logistics support included
• Full-service NAV Spa
• Pool and state-of-the-art fitness facilities
• Licensed pub for networking and team building
• Buffet restaurant, pub, and snack shop
• Full catering and coffee service
• Total service commitment from friendly staff

HOW TO BECOME A MEETING HERO
NAV CENTRES idyllic surroundings, total service
commitment and all-inclusive packages are perfect
for your next corporate meeting, event or
retreat. With a comprehensive list of features
and state of the art amenities we are standing by
to help you be the hero of your next meeting.
Learn how to be a meeting hero at
www.navcentre.ca/hero
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