Six steps to a sizzling meeting

by Janelle Hail

You have been trapped in too many boring meetings. They don’t start on time, the leader drags the meeting out and you leave wondering what was accomplished. Now you are in charge, and you vow this will not be one of those meetings. Instead of planning your next meeting with dread, here is how to set it up to make it sizzle with these easy steps:

Step No. 1: Agenda tips
At your program planning session, have everyone who needs to make an announcement at the meeting submit it to you in writing. Then set up a detailed agenda, down to the minute, to distribute to everyone involved in the presentation of the meeting. The audience members should have a generalized agenda so they can anticipate the order of the program.

Using several people to make announcements can be energizing to the group if you follow a couple of simple rules. When making an announcement, the person must keep it snappy, talking from 30 seconds to no more than a minute. Since the announcers know their positions on the program from the detailed agenda, they should be waiting to step on stage immediately when the person preceding them is finished. Have no dead air space. This keeps the meeting moving and sparks energy in the room.

Step No. 2: Room traffic flow
Remember, traffic flow is by design. Keep the room inviting and design the tables on the outer perimeter for food, registration, products and membership. Think of the room as a whole and how it flows together.

The registration table should be divided into alphabetized sections to keep it flowing. Give plenty of space for registration. You don’t want to start the meeting off with irritated people who have waited in long lines.

Food placement should be near the registration table. A simple snack and beverage can work. Food should be available 30 minutes before the meeting starts and while registration is open. Always have ample water for your guests with someone to service the water containers during the breaks.

Because you are trying to attract new members, keep your membership service table accessible and attractively staffed. Have membership packets ready to present to potential new members. Each packet should contain a letter from the leader of your group to give an instant connection.

What are you known for? Develop products for an added source of revenue. People come to the meeting ready to take something of value home and are willing to buy products to reinforce their experience.

Stage your speaker near the audience. Avoid stages that are too distant or too tall, unless you have large monitors so everyone can feel close to the speaker. One of the most difficult stages I ever spoke on was at a plush country club. A four-foot stage, with a floor-to-ceiling window behind it, separated me from the audience. I stepped on stage as the sun set with a golfer swinging on the course behind me. My face was shadowed by the sun glare, and all you could see was my silhouette. Do your speaker a favor, and check out the room at the time of day the meeting will take place.

Step No. 3: Monthly meetings
Program variety is vital. Humor sells. Marketing is a hot topic. Trends of the industry are interesting. Titles draw people to attend. Give your programs variety. Remember to ask, “What are our goals?” Annually poll your membership to find out which programs they enjoyed most and build your next year around the findings.

Awards programs
An annual awards day builds the excitement of the industry. Focus on the people who are receiving the awards. Along with prizes and awards, a dynamic or humorous speaker on this day draws people to the event.

Step No. 4: Moments of excellence
Start the program with a 10-minute segment called “Moments of Excellence,” in which the audience can participate by sharing brief personal victories of their awards, achievements or accomplishments. Conduct these mini-interviews on the floor level with the audience for interaction. Never turn over the microphone to the people you interview, or you may have a run-away microphone hog. Let them know they have 30 seconds to talk. There is a built-in excitement about knowing you have a limited time to say something. And, it keeps this segment of the program fast-paced.

Unique introduction of visitors
Walk through the audience, with a microphone, asking visitors to tell who they are and their business. Connect, connect, connect. People want to be recognized for who they are and will likely join your group if you show them appreciation from the beginning. Have the leaders of your group pay attention to visitors in their sections to talk to on breaks.

Step No. 5: The right speaker
Look to your natural resources for speakers. How can the speaker help you accomplish your goals for the meeting? Determine if the speaker is there to entertain, inform or educate. Match the speaker with your audience. Have you heard a good speaker at a convention? Does this person have a style that fits your group? To ensure a high-quality program, use someone that is experienced and professional. Search for a speaker from a professional speakers’ association, or select a well-known individual who is either unique or successful.

Introduction of guest speaker
Ask the speaker to give the introducer a written introduction at least a couple of days ahead of the meeting. Professional speakers prefer this method, and it relieves the introducer to not have to struggle with an introduction. Instruct the introducer to practice reading the introduction aloud with enthusiasm until it is comfortable.

As a professional speaker, I have rescued myself several times by bringing my introduction to the meeting, even though I sent it days before to the introducer. Help your speaker out with an energetic introduction to set the tone of the speech.

Step No. 6: Networking time
If you expect your guests to network with ease, the names on their badges must be easy to read. Center the first name in large letters on one line and the full name in smaller letters on the line beneath it. Have your leadership introduce themselves to guests by calling them by their first names as they approach them.

Allow 15-30 minutes for a break. People need time to express their thoughts about the meeting so far, stretch and have a bathroom break. Moments of Excellence and personal introductions feed into this networking time. Make an announcement before breaks about the membership table to guide people in the right direction.

Give your audience substance, entertainment and energy. Connect them with your mission. You will leave them wanting more, next month.

Janelle Hail is an award-winning freelance writer and speaker. She is founder and CEO of the National Breast Cancer Foundation, an organization dedicated to saving lives through breast cancer education and providing free mammograms for underserved women. Her cutting-edge approach to health and life-balance has positioned the National Breast Cancer Foundation as one of America’s leading breast cancer nonprofit foundations. You may contact her through her Web site at www.nationalbreastcancer.org.

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