When your employees see an off-site meeting invite pop up in their inbox, how do they react?
Are they marking their calendars with excitement, or secretly Googling, “How do I skip this meeting?”
If it’s the latter, it might be time to rethink your approach to meeting planning. Exceptional meeting planning ensures that your events aren’t just obligatory, but eagerly anticipated. The goal? Transform corporate events from “mandatory attendance” to “can’t miss” moments.
Let’s dive into how thoughtful meeting planning can boost engagement, drive ROI, and create the kind of buzzworthy experiences that leave employees with FOMO!
Why Exceptional Meeting Planning Matters
The foundation of any successful meeting is engagement. Engaged employees are 21% more productive and far less likely to be absent or leave their jobs. Meetings offer an opportunity to spark creativity, strengthen bonds, and build a culture of connection within your organization.
Here’s how great meeting planning can make an impact:
Build Company Culture: Meetings are a chance to reinforce core values and foster alignment across teams.
Encourage Creativity: A well-structured agenda can inspire innovation and problem-solving.
Show Appreciation: Publicly recognizing employee achievements validates their hard work and builds loyalty.
Meeting Planning Tips to Keep Attendees Hooked
- Anticipate Attendees Needs – Thoughtful details make attendees feel valued.
- Smart Schedules: Plan breaks that allow participants to recharge.
- Convenient Amenities: Provide charging stations, comfortable seating, and accessible spaces.
- Dynamic Visuals: Incorporate AV screens that cycle through event hashtags, attendee social posts, or standout speaker quotes to foster participation and engagement.
- Ditch Dull Team Building – Classic team-building activities can feel overdone. Instead, consider:
- Improv workshops to build resilience and quick thinking.
- Volunteer activities that foster teamwork and purpose.
- Trivia competitions with fun, memorable prizes.
- Avoid Yawn-Worthy Formats – The typical event flow can make even the most engaging meetings feel stale. Shake things up with creative programming:
- Use pre-recorded video montages to highlight honorees.
- Have awards presented directly at attendees’ tables by someone meaningful to them, such as a mentor or supervisor. This adds a personal touch and eliminates the need for lengthy stage transitions.
- Keep the focus on emotional connections rather than logistics to create a more memorable experience.
Bucom Tip: Swap traditional coffee breaks for health-conscious alternatives like yoga sessions or group fitness classes that energize your attendees.
Bucom Tip: Build excitement by sharing event themes early. For example, a “Cowboy Night” lets attendees pack their boots and hats ahead of time.
Giving your employees the chance to feel heard and valued is invaluable. We help you program events that facilitate communication with leadership and validation of your employees’ hard work and achievements. The Institute for Employment Studies rates both of these as key ways to keep employees engaged.
Gather Real-Time Feedback
Real-time feedback is an essential part of meeting planning, ensuring attendees feel heard while providing insights to improve the event as it unfolds. Here are a few practical ways to gather instant input:
Live Polling and Surveys
Use apps to collect feedback during sessions, keeping participants engaged while uncovering actionable insights.
Interactive Q&A
Let attendees submit questions digitally, with upvote features to prioritize popular topics.
Session Ratings
Quick post-session ratings, such as a 1-5 scale, offer immediate feedback on content and delivery.
Why It Matters
Real-time feedback allows you to adjust in the moment, whether by extending breaks or fine-tuning session lengths. Beyond the event, it serves as a valuable resource for refining future meetings, ensuring greater engagement and ROI over time.
Use Technology to Wow Attendees
Technology can transform meeting planning by streamlining logistics and enhancing engagement. Tools like mobile check-ins, event apps, and live polling keep attendees connected and involved. Social media walls and push notifications highlight key moments, encouraging real-time interaction and sharing to amplify the event’s impact.
Beacons add an extra layer of convenience, automating check-ins, delivering location-based updates, and guiding attendees through the venue with interactive maps. They can even spotlight standout elements, prompting attendees to capture and share moments. By integrating these tools, you create a dynamic, memorable experience that attendees won’t forget.
Make Your Event Shareworthy
In a world where every experience can become a social post, your event should inspire attendees to share standout moments. Unique themes, interactive activities, and immersive storytelling can generate excitement during the event and keep the buzz alive afterward.
Try This: Host a “Culinary Passport” experience where attendees sample dishes from around the world, complete with interactive chef stations and cultural elements like music or decor. Employees can share photos of beautifully plated dishes and engage in conversations sparked by the global theme.
Or, try a “Game Night Extravaganza” featuring oversized board games, trivia challenges, and team competitions. These activities foster collaboration and provide plenty of Instagram-worthy moments, from playful Jenga towers to spirited trivia debates. By incorporating creative, shareable elements, your event becomes a memorable experience that participants will want to highlight both online and offline.
Rethink Food and Beverage (F&B)
Food and beverage can transform your event from ordinary to unforgettable. By focusing on creativity, quality, and a personal touch, you can turn every meal or break into an experience attendees will remember. Here are a few ways to elevate your catering:
- Highlight the Local Flavor: Showcase the destination with sustainable, regional specialties that reflect the local culture and support nearby producers. This not only elevates the menu but also adds a meaningful connection to the location.
- Interactive Food Stations: Engage attendees with hands-on experiences like build-your-own acai bowls, gourmet popcorn bars, or personalized dessert decorating. These moments are fun, social, and perfect for sharing.
- Unique Beverage Offerings: Surprise attendees with signature cocktails or mocktails featuring exotic ingredients like dragonfruit, pomelo, or matcha. These unexpected twists make your F&B offerings stand out.
By making F&B a centerpiece of your event, you not only satisfy attendees but also create memorable moments that spark conversations and add to the overall experience.
Plan Meetings That Employees Can’t Wait to Attend
By focusing on thoughtful meeting planning, you can create memorable events that inspire your employees and drive your organization’s goals. Whether it’s anticipating attendee needs, leveraging technology, or adding a creative twist to team-building activities, a well-planned meeting has the power to transform your company culture.
