Holding meetings in the workplace is a common practice many companies are familiar with. Whether it is a meeting among employees, with clients/customers, vendors, suppliers or anyone else, it’s nothing out of the ordinary. But what happens when you want to hold a meeting off-site, outside of the workplace? Can you do so in a professional manner and still efficiently conduct business?
Perhaps your office space doesn’t have enough room to accommodate the attendees, maybe the environment isn’t right for the meeting or you want to impress your guests with something outside of the office. No matter the reason, here are some of the ways you can hold a professional business meeting outside of the office.
Pick the Right Venue
One of the most important aspects of holding a meeting off-site is venue selection. It needs to be a professional place, have enough space to hold all attendees, the amenities you need, and the technology if you will be giving a presentation. The location should also be convenient for attendees, being central and providing ease of transportation to and from.
A venue like Sopers House can be ideal for your meeting needs. The key is to look into what the venue offers well in advance so you can make an informed booking decision. If possible, try touring or visiting the venue in advance so you get a better feel for it. You may even want to schedule a virtual tour if offered.
What Equipment Will You Need?
As mentioned part of picking the right venue is making sure it has all the equipment you need. Business meetings can often include a digital presentation of sorts, which means you may need such things as a laptop, a screen, a television, speakers and so forth. Make a list of everything you need so that you can either ensure the venue has it, or you’ll need to rent or bring the equipment with you.
Will the Meeting Be Catered?
Depending on the time of day that you hold the meeting and how long it lasts, you may want to serve guests light refreshments or even a meal. If this is the case you need to look into catering. Some meeting spaces have on-site catering where you can simply select the menu in advance, or you may need to hire an outside caterer.
When offering refreshments to guests, keep in mind dietary restrictions so there should always be a vegetarian and vegan option, among other dietary restrictions. Within the room itself, you may want to make beverages and snacks available throughout the meeting. This can help to keep attendees alert and focused.
Create an Agenda That Is Shareable
Finally, to ensure the meeting is productive and everyone comes prepared create an agenda that you can distribute in advance. This gives attendees a good sense of what to expect so they know what data, materials, and information they may need to bring with them.
Taking the Meeting Off-Site Can Be a Smart Decision
So, if you’re ready to shake things up, why not consider taking your meetings off-site, perhaps meeting clients in their city or town. These tips will ensure the meeting is productive and professional outside of the office.