Chapter 6: Domain 5: PO 1 Flashcards
For whom are internal meetings and events held?
Internal stakeholders only: staff, executives, managers, board member, volunteers, donors, and anyone involved with the inner workings of an organization.
Departmental meetings
Review policies, procedures, goals, projects, and progress reports; vary in frequency from daily to monthly depending on management style and goals.
Decision-making meetings
Set goals and objectives or solve problems.
Brainstorming sessions
Generate new ideas.
Forecasting meetings
Look at industry trends and predict new market behaviors.
Training seminars
Educate staff on procedures, technology, or other skills.
Committee meetings
Review specific projects
Executive meetings or retreats
Gather high-level leaders, usually for strategic planning or executive-level decision making.
Board meetings
Bring executives together with a governing organizational body.
Ad hoc meetings
Address a specific problem or task and may be called at any time.
Task force meetings
Advance work on a single defined activity and occur most frequently in military, nonprofit, & governmental organizations.
Companywide meetings & events…
…range from celebrating holidays and recognizing achievements to motivating employees to handle crises or communicating policy changes.
External meetings and events…
…bring staff or internal stakeholders together with external stakeholders, who may include clients, customers constituents, community partners, vendors, or media–anyone outside an organization who has (or could have) a vested interest in it, its products, or its services.
Client-facing meetings
Seek feedback from the company’s clients or customers, troubleshoot problems, serve clients, or propose new business partnerships.
Product launches
Introduce potential buyers, the media, and customers to new products.
Multi-day or one-day conferences (congresses)
Provide discussions & education on topics of interest, usually with some combination of large general (keynote or plenary) sessions & breakout (concurrent or parallel) sessions & potentially a trade show.
Trade shows (expositions or exhibitions)
Connect buyers with sellers and sometimes offer keynotes or on-floor education.
Gala events
Raise money or awareness typically for nonprofits.
Press conferences
Allow company spokespeople to make important announcements to the media.
Shareholder meetings
Inform investors of company progress & performance & often include votes on procedural measures &/or nominees for the board.
Effective internal staff meetings…
…understand the event owner’s goals and objectives for the meeting.
Effective internal staff meetings…
…Invite only those staff members who are necessary for delivering on the meeting’s goals. (Remember: not everyone needs to be present!) Top load the agenda with items of universal concern, & release people as the meeting moves on to topics that don’t require their input.
Effective internal staff meetings…
START AND END ON TIME!
Effective internal staff meetings…
If people begin side conversations, take a moment to bring attention back to the discussion at hand; ask if they would like to contribute; do not let people talk over each other; involve participants who haven’t yet contributed by asking for feedback or opinions.
Effective internal staff meetings…
Take (or assign) meeting minutes or notes of what has been agreed to, acted on, & any next steps; remember–you’re not creating a verbatim document!
Effective internal staff meetings…
Assign deadlines for action items or projects (dates/times) & owners; if owner is a department or team, determine a team leader.
Effective internal staff meetings…
If discussions lead people away from the agenda suggest those items be tabled to separate meetings/emails.
Effective internal staff meetings…
Schedule follow-up meetings for any emerging problems or challenges that do not have clear, immediately actionable solutions.
Effective internal staff meetings…
Review decisions, action items, new project leaders, project teams, & deadlines before the meeting’s conclusion.
Effective internal staff meetings…
Set the next meeting’s date & as a procedure for project leaders to report & share progress. (Routine meetings such as departmental, management, or board meetings, be consistent! Mondays at 9 am, every third Tuesday, etc).
Effective internal staff meetings…
Send meeting notes to particpants and other concerned parties.
Go over Meeting and Event Planning and Management Section! (pgs. 168-171)
Go over Meeting and Event Planning and Management Section! (pgs. 168-171)
What is a request for proposal (RFP)?
Formal documents outlining event needs that need administrative professionals can submit to various vendors to provide bids or cost estimates. NEVER use RFPs for research; only use them when stakeholders are ready to stage the event.
What information should the RFP contain?
- Contact information
- Company information
- Event goals & objectives
- Response deadline
- Decision dates
- Proposed event dates, alternates, & flexibility.
- Event start and end times
- Event type
- Anticipated attendance number
- Space requirements & flexibility
- Special activities
- Number of hotel rooms per night
- Budget parameters (desired room rate, maximum allowable per diem)
- Food and beverage requirements
- Audiovisual requirements
*Transportation requirements
