From the course: Administrative Professional Tips

Executing meetings and events

From the course: Administrative Professional Tips

Executing meetings and events

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- We as administrative support professionals, need to be able to plan and execute meetings and a variety of events at a moment's notice. Depending on your position, this may be a task you do often or maybe only on occasion. I personally plan a variety of meetings on a regular basis. I have learned to do this by trial and error over the course of my career. Today, there are many resources, training classes, and even a certification that one can obtain to learn how to do events flawlessly. Regardless of where, it's important to acquire this skill as you will most definitely need it. Here are some steps to take when planning out a meeting. First, make sure there is a clear purpose. To determine that, have a clarifying conversation with the meeting host. There is nothing worse for an attendee than to go to a meeting that was not necessary or to find that the matter could have been managed in a less time consuming way. Then develop a detailed agenda with the meeting host. This ensures the meeting's purpose is being met. Also, you are able to determine the logistics such as the audio visual needs, the type of space and set up, materials and the attendee list. Here are some considerations when executing an event. Gather information such as the number of attendees, timing for the event, venue preference, budget, and anything else that can help you to achieve the requester's vision. Do a site visit before the event. This is critical so there are no surprises and the space is adequate to meet your needs. Don't make assumptions. Once I organized an event for senior citizens and I neglected to do the site visit, it turns out we were put in a basement room that was only accessed by stairs, it was a nightmare moving the attendees in and out of the room. From that moment on, I have always done a pre-event walkthrough. Be sure to pay attention to the details for catering if needed. If you work with a caterer, it is important to work with someone who is very flexible as you may have last minute changes up to the day of your event. You will want to be culturally sensitive to the foods you choose, aware of any food allergies that you need to accommodate as well as ensuring you provide vegetarian or vegan meals. You want to make sure your guests have a good experience when it comes to whatever meals you will be serving. If this area is not satisfactory, I have no doubt, you will receive instant feedback. Executing meetings and events is an essential part of what administrative support professionals do regardless of the industry that you work in. When the basics are taken care of with excellence, it allows your attendees to focus on the true purpose of the event or meeting.

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