Course in Unique Procedures in Meeting Planning

Meetings are more than just scheduled conversations — they are strategic tools that influence decision-making, coordination, and productivity across all organizational levels. However, a successful meeting starts long before participants gather. The program "Unique Procedures in Meeting Planning", offered by Geneva Institute of Business Management, provides a specialized and structured approach to planning meetings with precision, foresight, and organizational excellence. This course focuses on the often-overlooked elements that transform a typical meeting into a well-organized and outcome-driven event.

Target Group

• Administrative assistants and meeting coordinators seeking to refine their organizational skills and plan meetings with greater efficiency and professionalism.

• Office managers and executive secretaries who are responsible for preparing and coordinating high-level corporate meetings.

• Logistics and operations team members involved in organizing formal and internal corporate meetings.

• Staff members tasked with managing in-house events or sessions, aiming to streamline their processes and reduce last-minute disruptions.

• Executive managers and their personal assistants looking to develop more effective systems for strategic meeting planning.

• Professionals in public relations and event coordination who manage high-profile meetings requiring attention to detail and advanced preparation.

Objectives

• Enhance participants' understanding of detailed meeting planning procedures, ensuring that every step from scheduling to follow-up is handled with precision.

• Empower attendees with innovative approaches to organizing and preparing meetings, reflecting a high standard of corporate professionalism.

• Develop the ability to anticipate and manage logistical and operational meeting needs, ensuring seamless execution.

• Improve scheduling accuracy and support document preparation, aligning all elements with the intended meeting objectives.

• Introduce participants to standardized and advanced communication procedures, for timely coordination with invitees and stakeholders.

• Equip participants with contingency planning strategies, enabling them to adapt efficiently to unexpected changes or disruptions.

Course Outline

1. Core Principles of Meeting Planning

• Clearly defining the meeting’s primary objectives and expected outcomes.

• Classifying the meeting type and identifying its unique organizational requirements.

• Selecting attendees based on roles, relevance, and decision-making authority.

• Choosing an optimal meeting time aligned with agenda priorities.

2. Professional Meeting Scheduling

• Constructing a structured agenda that balances discussion topics.

• Aligning the schedule with participant availability and internal calendars.

• Allocating time blocks to specific agenda items for clarity and flow.

• Utilizing digital scheduling tools for accuracy and coordination.

3. Preparing Supporting Content and Materials

• Designing an agenda that presents topics in a logical, progressive order.

• Assembling required documentation, slides, and supplementary materials.

• Ensuring backups are ready for all critical files and media.

• Applying clear, reader-friendly formatting to enhance material comprehension.

4. Managing Invitations and Attendance

• Drafting formal invitations using concise and professional language.

• Selecting appropriate channels to distribute invitations (email, calendar, letter).

• Coordinating RSVP processes and maintaining a confirmed attendee list.

• Sending timely reminders with logistical details prior to the event.

5. Handling Logistical Requirements

• Securing a suitable venue with capacity and functionality aligned to the meeting type.

• Structuring seating arrangements based on interaction flow and hierarchy.

• Providing audio-visual and technical resources required for presentations.

• Arranging hospitality services according to the meeting schedule.

6. Ensuring Technical and Protocol Readiness

• Testing all technical equipment in advance to avoid disruptions.

• Coordinating with IT and support staff for on-site assistance.

• Organizing arrival, registration, and welcome protocols.

• Applying formal protocol standards when receiving VIP attendees.

7. Managing Time and Flow During the Meeting

• Ensuring meetings start and end as scheduled to respect participants’ time.

• Facilitating smooth transitions between agenda points.

• Supporting the chairperson in keeping discussions focused and on track.

• Tracking actual time per item for post-meeting performance review.

8. Responding to Unforeseen Changes

• Implementing backup plans for technical, timing, or content issues.

• Assigning response roles among the organizing team for immediate action.

• Adjusting seating or agenda based on last-minute attendance changes.

• Preparing alternative arrangements for venue or schedule adjustments.

9. Post-Meeting Follow-Up Procedures

• Drafting a comprehensive meeting summary or minutes.

• Distributing records to all relevant stakeholders in a timely manner.

• Assigning follow-up responsibilities for action items discussed.

• Establishing a timeline for progress reviews and accountability.

10. Reviewing and Improving the Planning Process

• Comparing actual outcomes with intended meeting goals.

• Gathering feedback from attendees to refine future meetings.

• Auditing the planning workflow to identify inefficiencies.

• Developing an internal guide or toolkit for meeting organization excellence.