Susan Friedmann

Article / Updated 02-01-2023

When you're planning a business meeting or event, you'll most likely need audiovisual equipment — such as microphones, projectors, screens, and lighting. Some facilities, such as conference centers, offer the luxury of built-in audiovisual (AV) capabilities that often contain highly sophisticated equipment. However, if you have to rent the necessary gear, it helps to have a little knowledge. You need to have a clear sense of how your AV equipment will enhance your event. Make sure that AV elements — and difficulties — don’t overpower the message being conveyed. This article overviews some of the basic AV equipment and a few tricks of the trade so so you'll feel more comfortable deciding what equipment to use, and when. Microphones Let your presenters know what room setup you’ve organized, and then ask whether they have any specific needs — speakers often prefer a certain type of microphone. Some common microphone setups include: Lectern/podium microphone: This type of microphone is usually attached to the lectern with an adjustable arm. Speaker introductions are often conducted from this location, and speakers who use notes often feel more comfortable positioned here. Table microphone: As the name suggests, this type of microphone is used when the speaker is seated at a table. You often find these microphones used for panel discussions where the panelists are seated at a long table on the stage. You want to provide each participant with their own microphone, or at least one microphone between two people. It gets rather awkward and cumbersome when four people share one microphone and need to pass it to one another. Standing/aisle microphone: Entertainers, especially singers and comedians, prefer this kind of microphone, which is positioned on a stand. These microphones are also commonly placed in the aisles so that during a question-and-answer session, participants can walk up and speak questions or comments directly into the microphone for all to hear. Hand-held microphone: As the name says, this microphone is held in the hand. Corded and wireless versions are available. Entertainers and speakers who don’t need to use their hands during their speeches often choose to use these. The hand-held mic is not the best choice for an inexperienced presenter or one who needs to write notes or perform a demonstration. Lavaliere/lapel microphones: These microphones are small and easily clip onto clothing, preferably as close to the speaker’s mouth as possible. They can be corded or wireless. Speakers who need to use their hands throughout their presentations often prefer this type of microphone. Remind your speaker not to turn their head away from this microphone when they speak — their audibility will fade. Should you use a wireless or corded mic? There are advantages and disadvantages to both. The corded mic keeps the speaker on a short leash but offers the most reliable connection. The wireless mic enables the speaker to move even off the stage, but may encounter more feedback. Rely on an experienced audio tech to help you identify your best option. Projection screens Any time your presenter uses visuals during the presentation, you need a screen. The common projection screen format is letterbox (similar in shape to a modern television with a 16:9 ratio). The key here is to have one that is large enough, so everyone can see clearly. Follow these helpful guidelines to get what’s best: Decide whether you need a square or rectangular screen format. Choose a screen format that matches the projection equipment you’re using. Ask your AV supplier for help with this. Order a nonglare screen that is video-format with a matte-white surface and is either a tripod or fastfold. Place the screen in the center of the audience’s view, to the side, or in a corner. Much will depend on what’s more important: the speaker or the projected visual information. Seats should be located a distance that is no less than double the width of the projected image, and the farthest seat from the screen is no more than five times the width of the image. Make sure that the bottom of the screen is at least 5 feet up from the floor to ensure that those backbenchers get a good view. Place the screen on the stage if the ceiling height permits, but make sure that it’s dressed appropriately — side curtains, bottom skirt, and top valance. Naked screens are aesthetically uninteresting. Projectors You should anticipate that your presenter will have digitized visuals for their presentation. It is up to you to confirm that their format and your technology are compatible. Select your projector first by their lumens. The minimum lumens for a small to medium-sized meeting room with a 100-inch screen is 2,500 lumens. The larger the room, the more lumens you need. The latest digital video projectors offer wireless and Bluetooth connectivity while also featuring HDMI, USB, and micro-USB options. For the best connectivity, have a computer handy to support the apps being used (such as PowerPoint, Keynote, or Prezi). Audio is available on some projectors and this may work well for a smaller setting, but using additional speakers and a mixing board to bring the sound clearly into a large conference room or auditorium is your best bet. Here are some options for video projectors: DLP: Digital light processing technology uses micro-mirrors to project images from a monitor onto a large screen. DLP is seen in stand-alone projection units, in rear projection TVs, and in most of the digital cinema projections. DLP provides excellent images, is compact and low maintenance, and works well in large rooms. Get one with LEDs for illumination. LCD: Liquid crystal display projectors send light through a prism to display video, images, or computer data onto a screen or flat surface. These projectors tend to be bulky and pixilated. Be sure to have an extra lamp on hand as they are sensitive, hot, and can burn out during your presentation. Newer LCDs are available with an LED light source. LED: Light emitting diode projectors are identified by their light source, the LEDs. They are compact — a little larger than your hand — very portable, and a great workhorse for meetings in close quarters. The old-school overhead projector has been upgraded to make it compatible with digital technology called a digital document camera. These cameras (also known as visual presenters, visualizers, digital overheads, or docucams) are real-time image capture devices for displaying paper, transparencies, or an object to an audience. Digital document cameras come with a light to illuminate objects or surfaces below the camera so you can feed live content into your computer to share online. For live events, you can elect to send the images to a projector, delivering the picture to the screen. The brighter the projector, the more versatile it will be under different lighting conditions. Projectors that provide brightness ratings of 1,000 lumens or more can produce excellent images in larger rooms, even without dimming the lights. Lighting Don’t leave your meeting participants in the dark! Good lighting is essential to a good meeting, particularly when it includes a visual presentation or speech. Your goal is to light your meeting room unequally, following these basic guidelines: For a keynote or general session, most of the light ought to be channeled onto the main presentation area enabling the audience to see as much of the presenter’s facial features as possible. To avoid creating a spotlight effect and blinding your speaker, use cross lighting with two separate lights, one on either side of the presentation area. Less lighting is needed on the audience. For a presentation where participants are expected to take notes, allow enough lighting to cover the audience so that they can do this without strain. You should have no light directly above or on any screens or monitors showing slides or other video or computer presentations. Definitely avoid fluorescent lighting near screens and monitors because this washes out any of the images you want to project. Ideally, you should be able to control and dim individual lights in the meeting room. If you can’t control the lighting, you can arrange to have venue management unscrew specific bulbs ahead of time to achieve the desired effect for your event. To avoid any washed-out images on a screen, arrange to have bulbs unscrewed that shine directly above or onto the screen. This task is particularly easy with recessed halogen spotlights. AV needs for presenters The following is a typical list of audiovisual needs that speakers often request: LCD projector Screen Table microphone Hand-held corded microphone Wireless hand-held microphone Corded Lavaliere microphone (with 50-inch cord) Wireless Lavaliere microphone Flip chart or oversized sticky notes with markers Remember to give presenters a deadline date for their requests because equipment ordered on-site is often more expensive, if it’s even available. Tuning into licensing Before you crank up that oldies-but-goodies playlist to entertain your meeting audience or add a little life to a presentation, familiarize yourself with some of the legal know-how to save yourself from any problems that may occur down the road. Copyright law states that you must get permission from the copyright holder before you play a piece of music either live or from a recording. You don’t have to track down the recording artists in an attempt to get their blessing before using the music — thankfully, the process is much simpler than that. To get permission to play a piece of copyrighted music, all you need to do is pay a fee through one of two major performers’ rights organizations: BMI or ASCAP. Both of these nonprofit groups collect license fees on behalf of the composers and performers they represent. They then distribute the funds as royalties to the appropriate writers, composers, and copyright holders. Note that the law does not apply to music over 75 years old that has not been revised and copyrighted. For music licensed after 1978 the copyright protection expires 50 years after the death of the last surviving author or composer. For more detailed information about copyrights and trademarks check out this web page on the U.S. Patent and Trademark Office website.

Article / Updated 01-31-2023

If you're a meeting and event planner, you need to know both the advantages and disadvantages of using online communication technology so you can make good decisions about when to use it and which format to choose. Meeting online is no longer reserved for high-level executive pow-wows. Since 2020, nearly everyone from grade school kids to grandparents has experienced online conferencing. Our need to connect during the COVID-19 pandemic encouraged approximately 200 online conference platforms to emerge, many with very powerful capabilities. The online meeting is now as prevalent and necessary as the mobile phone. Use this to your advantage when planning a meeting! What you need to decide is which type of online conference will best suit your needs. You have a choice of a video conference (that allows attendees to participate with both audio and video), a hybrid conference (where you are sharing a live presentation with a broader online audience), and finally you can offer a webinar or online conference (where you are the main attraction and there is limited interaction from your attendees). Video conferences Video conferences allow participants in remote locations to see and hear each other through video and audio connections. Video conferencing adds an important visual dimension to ordinary conference call and enables participants to communicate with facial expressions and body language. Participants can relate to each other much better when they’re more than just disembodied voices. Online conferences or webinars Online conferences or webinars are live or pre-recorded sessions that bring your message to many with little feedback. The webinar audience can see and hear you, but the participants are not visible and may only be audible when and if the host chooses to let them speak. Hybrid conferences Hybrid conferences are a combination of a live in-person event with an online audience. You can choose to have the online participants connect through a video conference (communicating visually and audibly) or an online conference (without the visual and with selective audio input.) Video conferences have participants. Online conferences or webinars have viewers. Hybrid events can utilize whichever platform works best for the online audience without detracting from the live audience. Meeting online is a powerful communication tool. It may seem daunting to the technical novices among you, but fear not! Plenty of help is available, and if you plan well, you’ll find that meeting online is an effective and efficient way to connect people all over the world. Considering the positives Some of the advantages of online meetings include: It’s the next best thing to being in the same room. You’re not just a voice on the phone, but someone the other participants can see and relate to. This visual medium allows for demonstration. The maxim “a picture is worth a thousand words” certainly rings true here. You can show participants samples or demonstrate a solution to a problem. Videoconferencing enables participants to put a face with the name of a person they may know only as a voice on the phone or the sender of an e-mail message. As a result, videoconferencing may help to build a stronger relationship. Webinars allow you to quickly connect to a larger audience by recording your live session for playback at the viewers’ convenience. Hybrid meetings allow conference planners to include participants that may otherwise miss out on hearing a speaker, learning a skill, or being introduced to a new product. Weighing the negatives As with every new meeting technology, online meetings also have limitations and drawbacks: Participants may not feel comfortable at first. It may take some time and effort to put all participants at ease with the idea of seeing themselves on the screen. A lot of careful planning is necessary for a successful online meeting. Technology can sometimes fail you. Each platform has a learning curve and you need to be proficient before you go live. Determining your needs As you begin to develop your online meeting, you must accurately determine your needs and resources. Ask yourself the following questions to guide you in your planning: What does the meeting chairperson hope to accomplish with this meeting? Does the meeting chairperson want a collaborative event, or a one-way transfer of information from one party to another? Is it possible to accomplish the goal through an online meeting? Is an online presentation compatible with the meeting chairperson’s personality and presentation style, or would a meeting done in person or through another medium be more effective? Do I need an online meeting facility? If so, do I have the resources to create or rent one? Do other potential participants have online access? How many participants will be involved, and at how many sites? Do I need to hire technicians and site facilitators, or will I be able to do it alone or use existing staff? It takes a team As the conference planner, you’ll be spearheading your online meeting, but it takes a team of people to make it successful. Unless you decide to run the meeting yourself, you have to work with equipment providers and technical experts who set up the equipment. You also have to appoint a site facilitator at each location. The site facilitator plays a crucial role by overseeing everything at the remote site. They take care of technical needs, the room, the furniture arrangement, the distribution of materials to participants, and other key details. Appointing a troubleshooter for each location is also an excellent idea. This person is responsible for fixing any technical problems that arise during the online meeting. Separating this function from the role of the event facilitator allows the facilitator to keep the meeting organized and on track while any technical problems are being resolved.

Cheat Sheet / Updated 12-08-2022

Planning business meetings and events requires multitasking skills and ingenuity. To succeed, you need to know the basics of meeting or event planning and how to plan effectively. Then, you must hone your skills so that you can negotiate for the best venues, vendors, and speakers for your attendees. And, if you can do all this and keep costs down — and you can! — you'll be a hit with your boss and your clients.

Article / Updated 03-26-2016

As you organize various business meetings and events, you're likely to come across many different presentation situations. Each requires a unique approach and attention to detail. Here are some of the more common scenarios. Team presentations Flip to almost any popular television morning show, and you likely find that it features an assemblage of co-hosts working as a team. Television networks and producers have caught on to the fact that different personalities and styles complement each other and provide the audience with more perspective, variety, and entertainment than a single host ever could. You can use this knowledge to your advantage by including a team presentation in your next event. A team presentation is a highly coordinated effort given by two or more individuals trying to convey a common message. A team presentation is more complex than a solo presentation and requires extra planning to work successfully. Knowing when to team up Quite often, no one person has a complete understanding of all the details of a complex project or subject. Turning to a team presentation enables individual team members to speak about information they are familiar and comfortable with, rather than forcing one person to present information he has to struggle to learn and then speak about authoritatively. Team presentations also give your audience a better overview of your organization by introducing them to more than just one presenter, and they make long presentations more interesting. For these reasons, team presentations are particularly appropriate for project proposals, progress reports, and training seminars. Here are four tips for successful team presentations: Select one team member to take charge and to coordinate all necessary details. Plan the presentation carefully so that each team member fully understands what's expected of him. Make sure that all team members direct their part of the presentation to the overall theme or message being conveyed. Take time for a dry run through the material for timing and content. Understanding the planner's role in team presentations Your job is to find out what each presenter needs in the way of support material and audiovisual equipment, and to establish where each member wants to sit when she isn't presenting. Make sure the speakers have plenty of water and their own drinking glasses. It wouldn't be a bad idea to remind team members to pay attention to other presenters who are speaking and not be seen fidgeting, yawning, or playing with their notes. Most importantly, make sure the participants know the procedures and assignments and adhere to a tightly planned time schedule. International presentations Many people, including top-ranking officials, have committed their fair share of cultural blunders mainly because they failed to do their homework. Don't make their mistakes! The following points are essential to ensure smooth programming when you have an international audience: Analyze your audience and know their level of English-language proficiency. Select presenters who are sensitive to cultural differences and who understand what it takes to present before a multicultural group. Supply presenters with as much information as possible about the audience. Instruct your presenters to adjust their presentation so that it's acceptable and understandable for the international contingent. They need to strive for simplicity and clarity. Remind presenters to avoid symbols and colors that are culture-specific, jokes and sporting analogies, idioms, jargon, and buzzwords. Encourage presenters to use more charts and graphs to illustrate information rather than text, and to use global examples, rather than just ones from the United States. Distribute handouts and support materials to the audience because nonnative speakers generally have greater reading than listening comprehension skills in another language. Consider adding subtitles to visuals. Allow extra time for extensive two-way communication, especially when using interpreters. Use open discussion sessions cautiously because people from some other cultures are not especially open to stating their personal views publicly. Avoid turning down the lights because many nonnative speakers rely heavily on physical cues for understanding. Presentations read from a script Speeches read directly from a script can often seem unnatural and flat, usually because the speaker fails to listen to his own voice as he reads, and he eliminates all natural pauses and inflection. As a result, audience members may wonder why they didn't just read a copy of the speech themselves. Encourage the presenter to practice reading the speech out loud before the actual presentation so that he can make any necessary adjustments to the tone, pitch, phrasing, and pauses. In addition, as he becomes more familiar with the speech, suggest that he work in a few physical gestures so that he's not seen as a statue behind the lectern. Convince him to talk to the audience rather than to read to them. Limit the speaker to 30 minutes maximum, or 20 if he is likely to lull the audience into a soporific state. Q & A sessions Most audiences like to be an active part of a presentation and contribute through their questions, which can result in a mutually beneficial interchange of ideas, information, opinions, plans, and concerns. The following rules help create an environment where participants can feel safe asking questions: For large audiences, consider having standing microphones in the aisles for participants wanting to ask questions or make comments to the presenter(s). Help presenters plan for anticipated questions, especially if they are addressing a controversial topic. Pass out 3 x 5 cards for the Q & A session. Some people prefer writing a question rather than approaching the microphone. It also allows the question to be anonymous. Arrange for questions to be submitted prior to the session to avoid the possibility of no one asking a question. Instruct presenters to listen to the entire question before responding. If they begin to formulate an answer while the question is still being asked, they may miss the point the questioner is trying to make. Make sure that questions are repeated before they are responded to, especially for overseas visitors who may have difficulty expressing themselves in English. Encourage presenters to avoid arguable issues, especially as they relate to the organization or a political situation. They should agree to disagree rather than be sarcastic or belligerent with the questioner. Suggest that presenters keep their responses brief and relevant. Long-winded answers are boring! Tell presenters to treat each question seriously, however goofy the inquiry may sound. They should also deal with a convoluted question by asking the questioner to repeat it more succinctly. Have presenters defer questions that require lengthy answers. They may offer to talk to participants individually after the session. Avoid ending the session with someone's question. Have the presenter recap key points to wrap things up.

Article / Updated 03-26-2016

Successfully organizing meetings is an under-appreciated business skill. With the umpteen details meeting and event planners need to handle, mistakes are bound to be made, and sometimes heads will roll as a result. To make certain that yours isn't one of them, here are some common meeting blunders to rise above. Forgetting to check dates Before finalizing any dates for your meetings or events, check that they don't overlap with any religious, public, state, or federal holidays. Also, consider avoiding an overlap with any major sporting events, especially if you're looking to attract a predominately male audience. At the beginning of the calendar year, generate a checklist of all the upcoming holidays and events so that you don't let one slip by you. It's so easy to do! Booking a site before making a visit Often when you're organizing an event at a destination many miles from home, there's not enough time or money in the budget to make a site visit. Big mistake! Why take the risk that everything won't be fine on the day of the event or rely on someone else's judgment? This is particularly critical for larger meetings and events. In addition, checking out the scene beforehand allows you the opportunity to meet and build a rapport with the staff you'll be working very closely with on the day of the event. Failing to market your event It's really quite simple: In order to get people to attend your event, you need to let them know about it in plenty of time. It's all about marketing and communication, which is part and parcel of your planning and organizing process. The longer you wait to inform potential attendees, the stronger the chance that they'll have made alternative plans for your meeting dates. Communicate your message in plenty of time so that your event is their number one priority. Signing contracts that lack specifics One meeting planner had her day in court when she cancelled a meeting because the hotel she booked had not made, in her opinion, sufficient progress on its planned renovation. The hotel argued differently and, in fact, won the case. The written contract had specified that "substantial progress" would be made prior to the meeting date. Being such a subjective phrase, it was open to different interpretations. Make sure that your contracts are ironclad with undisputable details. Avoid phrases like "to be negotiated" or "to be determined at a later date." Failing to plan Fail to plan, and you're laying yourself open for disaster. Far too many pieces of the puzzle need to be put together for you to just wing it or pay lip service to a plan. Vow to be as thorough and meticulous as possible. Check and recheck details. Discuss your event with people not involved in the business to get outsider opinions. Create checklists and checklists of checklists. Cover all your bases. The more thorough you are, the less chance of failure and more probability of success. Neglecting to check references Having a gut feeling about someone is great, but always check to make sure he's as good as he says he is. Yes, it will take some extra time to check references, but it's well worth the effort. Why take the chance of spoiling your important event with a supplier who lets you down at the last minute or supplies you with second-rate equipment or poor-quality service? A key question to ask the reference is, "Would you use this supplier again for your next function?" You know what to do if the answer is negative! Leaving important details to the last minute Putting your meeting together takes time, and the more you have, the better the chances of making fewer mistakes. The more rushed and panicked you are, the more likely you are to forget some of the essential (and sometimes most obvious) things. Use your checklists religiously, and handle details in the early planning stages. Leaving the basics to the last minute will undoubtedly cost more money, as you'll probably incur rush charges, and it will definitely add unnecessary stress to your life! Letting someone else do the planning So you want to take the easy way out, and you find yourself a professional planner to handle all the details. Can you afford to just sit back in the hope that this wonderful person performs magic? Just because you hire some assistance doesn't mean you're out of the picture. On the contrary, you now take on the role of steward, which makes you responsible for directing all the operations. Let others do the running around on your behalf, but always have a visible presence in the background making sure that everything runs smoothly. Neglecting contingencies Another aspect of your planning process involves developing contingency plans. Unfortunately, the chances are pretty high that something you planned for won't necessarily go as arranged. So what's your backup? If you don't have one, all your original plans could be destroyed in an instant, and you'll be scrambling to put a second strategy into operation. Have a Plan B ready "in the wings" just in case you need it. Trying to save money With tight budgets and a boss breathing down your neck and expecting you to do more with less, the temptation to make vendor decisions based solely on price is strong. Yes, you'll always find someone who's prepared to under-price services just to get the business. But how good and reliable are they? Cheap prices and good quality usually don't correlate. So the next time you're tempted to make a buying decision based entirely on price, think again!

Article / Updated 03-26-2016

Planning a business meeting involves more than just chairs and microphones. You'll want to create the right ambiance for your meeting, from the seating to the heating. Most of these items are ones that attendees don't notice unless something goes wrong. You know you've done your job well if you hear no mention of any of them. Transportation If your meeting is held outside your company's walls, consider various transportation options, including letting participants use their own vehicles, relying on local transit, and hiring a shuttle bus. Whichever option you choose, let the participants know the exact details. Send them a map with precise written directions and information about parking availability and costs. You might even arrange to have parking fees waived. If you plan to meet at an urban location, notify the participants about any potential traffic difficulties, such as construction or rush-hour bottleneck areas. If they need to use local buses or trains, give them the exact information about where to get off and how to find the meeting location from the bus stop or train station. Hiring a shuttle bus overcomes all these inconveniences, but, of course, it's your most expensive option. Your main objective is to have people arrive in the right frame of mind. If they run into surprises along the way because of poor planning, their attitudes may need some serious adjustment. Seating Most of us are creatures of habit and, given the choice, generally like to sit in the same place at every meeting. Consequently, people get very irritated if someone decides to sit in their seat. They also find that sitting next to a friend, friendly colleague, or someone of influence is comforting, whereas they often sit as far away as possible from someone they consider unpleasant. Seating arrangements can psychologically influence your overall meeting effectiveness. Someone who wants to exert influence needs direct eye contact with the person she wants to influence, so sitting opposite that person is considered the most strategically powerful position. People who want someone to take notice of them sit to the right of or opposite that person. Another power position for achieving notice is the seat to the right of the leader; as people look at this person, they also look at you, thus creating a subliminal link between the two of you. For problem-solving, you want to encourage a high level of interaction and participation, so a round-table setup works best. In this arrangement, all seats are considered neutral, thus avoiding any head of the table. This setup promotes a participatory, open-discussion environment. A U-shaped table arrangement works best for training. It allows presenters to see everyone clearly and have participants easily accessible. Presenters can choose to stay in or out of the U, depending on how comfortable and close they want to be with the participants. For decision-making, select a rectangular table arrangement with the leader at the head of the table. Definitely seat participants strategically and avoid seating conflicting personalities next to or even across from one another. Sprinkle them throughout the group. For the best discussions, seat people with opposing viewpoints opposite each other. Also consider a hierarchical seating arrangement, which positions attendees in order of descending authority, starting with the meeting chairperson who's seated at the head of the table. Heating and cooling Trying to control the heating, ventilating, and air conditioning system is one of every meeting and event planner's biggest nightmares. In many modern facilities, the heating and air conditioning system is often difficult to regulate on a room-by-room basis. So finding a temperature that everyone likes is almost impossible. The result is that you end up with either Saharan or Arctic conditions. If the room temperature is warm when no one is in it, then it's only going to get warmer with extra bodies. It's best to opt for a cooler environment at the beginning of the meeting. In addition, people are less likely to fall asleep when they're feeling slightly cool. Have plenty of warm drinks available to increase the comfort level. Room noise and other distractions Eliminating all room noises and distractions is probably impossible. Still, by getting rid of as many as possible, you can help create the best meeting environment. Check your meeting room for outside traffic noises, extraneous ventilation sounds, or distractions from the audiovisual equipment or sound system. Doing so is particularly important at an off-site facility that's a new venue for you. Also make sure that the room is away from kitchen noise or other presentations that are being conducted at the same time as your meeting. Fire alarms don't usually give you the honor of a dress rehearsal. Whether or not the alarm is for real, you have to take it seriously. Before your meeting, make everyone aware of the available exits in case of an emergency. When choosing your venue, be cognizant of the room decor. Hotel meeting rooms often have themes and are decorated accordingly. Mirrors and large murals or pictures create a distraction not only for presenters but also for the participants. Wherever possible, face chairs away from the diversion. Want to prevent the sound of those slamming doors every time someone goes to the restroom during a meeting? Apply duct tape over the catch to deaden the sound. Lighting If the light is too bright, it strains people's eyes. If the room is too dark, the participants' eyes slowly shut. Whenever possible, use natural light. However, be on the lookout for outside distractions, and face chairs with their backs to the windows. You need artificial lighting when using audiovisual equipment. Make sure that the light doesn't wash out the screen. If you can, either position the screen away from direct lighting or eliminate lights that are directly above the screen. When meeting off-site, ask the meeting facility to remove or unscrew troublesome bulbs. Doing this is easy if the lights are halogen spotlights, but fluorescent lighting is generally harder to adjust. Essential details The small stuff often can have the most impact on a meeting. Here are a few things that may give your meeting that little something special: Providing name cards: For meetings where participants don't all know each other, provide name cards. Taking minutes: Find out whether someone is responsible for taking minutes or whether this may be something you can do. Use a tape recorder to help ensure that the minutes are accurate. Adding spice: Games, brainstorming exercises, and activities that foster interactive participation help make things more exciting. Uncluttering the space: Working meetings can easily become cluttered with leftover food or soft drink cans. Periodically arrange a cleanup session. Removing the clutter often helps to unclutter people's minds and stimulate some extra creativity. Evaluating the success: As part of your preparation, compile a short meeting evaluation form so that you avoid making the same mistakes over and over again. Try to improve each subsequent meeting based on participants' feedback. Suggested questions to ask include the following: • Did the meeting relate to our goals? • Did we follow the agenda? • Did we stay on schedule? • What should be done differently the next time to ensure a quality meeting? • What conflicts or disagreements were or weren't resolved? • What was the quality of decisions made? • How well did we utilize participants' expertise? • What happened that was unexpected? Also consider critiquing the meeting from your standpoint. Examine what you would do differently the next time around.

Article / Updated 03-26-2016

Before you can organize a function with food for a big meeting or event, you need to meet with the catering manager (CM) at the facility you've rented or your outside caterer or party planner if you hold your event at a venue without in-house facilities. Be prepared to build a good working relationship with this person. Share as many of your event details as appropriate — goals and objectives, programming, timing, number of guests (approximate if you're not sure of exact numbers, alternative venue arrangements, any specific menu requests, your participants' likes and dislikes, and so on. If you don't already have historical information from past events, definitely start compiling a dossier for future reference. This document should include information on previous dealings with your food function catering; use it as a reference guide for all future communications. Why reinvent the wheel? Set an appointment with the CM, letting her know beforehand what you expect to discuss so she, too, is prepared. If you want to see a meeting room or refreshment area or discuss sample menu ideas, let her know. Inform her if you're interested in meeting with the chef, head waiter/captain, or any other staff members. You maximize time when everyone's prepared. Make sure that you come to your first meeting prepared and knowing your budget and limitations. Like any good salesperson, a skillful CM wants to sell you as much as possible. Don't waste her time exploring wonderfully creative ideas when your purse strings don't stretch that far. Avoid disclosing your budget too early in the discussions. Give the CM ballpark figures to work with rather than specific amounts. If you reveal a specific amount, then that's what the CM will quote you. If you just give a budgetary range, then you could get a quote for less. However, don't waste time looking at caviar if you only have a hamburger budget. Use your first meeting to constructively discuss any prior food function problems or concerns, especially if you've used the facility for previous events. In addition: Discuss options for participants with special dietary needs, such as low-fat, low-salt, vegan, vegetarian, and kosher. Request that no peanuts or peanut oil be used, as peanuts are the cause of many allergic reactions. Inform the CM of other specifics, such as what meals are needed on which days, whether your various meals necessitate separate rooms, whether you want plated or buffet-style food service, where you want to have the refreshment breaks (in or out of the meeting room), and what extras you may need for a mealtime speaker/entertainer (a raised platform and/or lectern). The more the CM understands the essence of your event, the more she can help you plan. Remember, it's in her best interest to help you achieve a successful event. She wants repeat business, and she wants you to give great word-of-mouth recommendations to your meeting and event planner colleagues. Discuss complete meeting package (CMP) prices. Many facilities offer an all-inclusive package to help the meeting planner save money and budget for the event. A typical package may include the room rental, basic refreshment breaks, and minimally priced meals. Know exactly what is and isn't included in the CMP price. You want to avoid any hidden surprises. For example, are soft drinks included in your refreshment breaks or is that an extra? What audiovisual equipment is provided? A great question to ask is, "What specifically is included in that price?" Verify if tax and gratuity are included. Establish the extras that you'll be paying, such as tax and service charge/gratuity. Also find out if the service charge/gratuity is taxed. Ask about any conflicting events being held at the same time as your event, and find out if the hotel will be renovating at the same time as your event. Don't underestimate the value of your business. Persuade the CM to give you what you want, but know your limits. You may win the battle, but doing so in an overly thoughtless or aggressive manner could jeopardize a relationship. And remember, you need the CM's support and cooperation for your event. In addition, you'll want to put on your food critic hat and get into the nitty-gritty of the menu and presentation. Realize the significant role the food and beverage arrangement can make to the success of your event. You want everyone to have a memorable experience. Together with the CM, plan well-balanced, nutritional menus that offer variety and are visually appealing. Remember that people eat with their eyes, and cover the following points: Consider doing a food tasting beforehand, and, if you serve wine, definitely sample the CM's recommendations for both red and white wines. Always remember for whom you are catering — it's not yourself! Match the wine to the menu. If you feel intimidated at the prospect of choosing a wine, ask for help. The CM or chef will gladly come to your aid. Avoid choosing a standard set menu and then asking for it at a lower price. This won't make you popular. Instead, ask the CM to develop a similar menu at a reduced cost. It's best to give the chef an inclusive, per person budget and ask him to create a menu, as you're more likely to get better food and more creative options. Ask to see a sample refreshment break station setup. Look for creativity and design. Do they use disposable or real crockery? Is there a selection of herbal as well as regular teas? Is soymilk available as a dairy alternative? Find out if the chef has any specialties and look into local/regional/national dishes that would be appropriate for your group. Using seasonal locally produced foods can often equal a cost savings. Find out if the foods served are purchased fresh, or whether they are canned or frozen. Also inquire if they have an in-house bakery. When doing a taste test, remember that what you're sampling now may not be in season at the time of your event. Review this with the chef. Ask about the portion sizes of each meal. Discuss whether the luncheon dessert could be served at the afternoon refreshment break or whether the dinner dessert could be served in another location on the premises.

Article / Updated 03-26-2016

What does the job of planning a business meeting or event entail? Entire books are dedicated to answering that question, but the following list includes the fundamentals a planner must expect to coordinate: Site selection Hotel accommodations Travel arrangements Food Speakers and entertainment Audiovisual equipment Recreational activities Decorations Printing Gifts and awards Personnel

Article / Updated 03-26-2016

The most memorable aspect of the meeting or event you plan (aside from the food) is likely to be the program. Hiring the right speaker(s) to address participants is crucial. Following are the basics to keep in mind: Know the program objectives. Understand audience needs. Ask for references. View a demo video. Don’t assume that all celebrities know how to deliver an effective speech. Be wary of grandiose claims. Provide speakers with good information so they give you what you want.

Article / Updated 03-26-2016

Organization and preparation are key when planning a business meeting or event. You have to cover all the basics from reviewing the content of the meeting to accommodating the attendees. Use the tips in the following list for successful meeting and event planning: Make sure meeting objectives are clear and concise. Determine whether it's necessary to meet at all, or whether you can accomplish your objectives in another way. Choose the right meeting location — one with the right number, size, and shape of meeting rooms. Make sure that you know and understand all the services provided by the facility, as well as its cancellation policies. Invite only the people who need to attend. Gather exact contact information for everyone involved in the event. Stick to the set meeting agenda. Evaluate the meeting or event after it's over.