MEETINGS LOGISTICS CHECKLIST
§ Services, for example, catering, utensils
rental for most part simple to organize.
§ Cost may be lower.
§ Scheduling dependent on school year
§ Food service on campus may be available
for your use.
§ Businesses with huge gathering rooms might
be a decent hotspot for meetings.
§ Offer an ease elective.
Community Centers/Convention Centers
§ These differ with area and size,
expenses and administrations
Meeting Facility Requirements:
Ensure there is enough room to put up your session.
Allow additional space for registration, onsite enrollment
and systems administration.
Theater seating may be function admirably for a lecture
style presentation; however, an interactive workshop may require classroom
seating, boardroom, panel discussions need head table, etc.
Are there hookups for any technology you need?
If someone is participating by conference call, is there a
speakerphone in the room.
Need an Internet hookup, ensure there is one available.
Audio Visual & Technology
Microphone: Do you require a microphone for
your speaker or microphones for addressee’s questions?
data projector, screen: Will you need a PC and data projector and screen for
the presentation. Is the speaker
bringing that equipment, or are you responsible for providing that?
a speakerphone required? Ensure
there is a phone line and phone in the room.
If you are using the hotel to provide your equipment, do they have technical
support on staff? If not, who will
supply that assistance and for what cost.
you have the speed you require, and your PC has the proper hardware and
software to attach.
Food & Beverage:
If you have booked the hotel than
it will be easy for you to arrange food because you can book it with
If you are meeting online, you can
book services from online food providers so at same time all the members
can get food at their respective places.
If you tie-up with food chain or
multi cuisine restaurants it will be cost effective.
Ø It will depend on the participants
where they are coming from and will they stay overnight? If so what are you expected to provide.
If you are going to conduct
meeting at some hotel than it will be beneficial to book a room in the same
hotel, so it will be lot cheaper and convenient for the participants to
reach at meeting hall.
If you are going to conduct
meeting at other place than at hotel so you have to search for near by
hotel from the meeting place and also you have to check for the price.
backup plans in the event of
Ø Speaker cancellation, illness, or
Ø Equipment failure
Ø Schedule changes
Putting on a Welcome Meeting
P-PLAN What will this meeting accomplish?
prospects in contact with enthusiastic members.
the benefits of membership
prospects (newly-licensed PEs) to the profession and to offer our assistance in
their present and future career needs.
articles about the upcoming Welcome meeting in your monthly newsletter. Be sure to explain the purpose of the meeting
and the importance of recruiting new members.
invitations to prospects within your local community. Ask a member or staff to follow-up via email
or phone to encourage the prospect to attend.
a member to stand up and tell about his/her most positive experience as a
sure there is an element of fun in the meeting.
L-LOGISTICS What do we need to make this meeting
successful? Is the site prepared for the
the meeting shortly after the exam date.
best if it is approximately 25 people or less.
where you will have this meeting. Try to
think outside the box. Consider grade
schools, galleries and museums, outdoor spaces, etc. Always select spaces
and manage the environment so it encourages and supports the type of thinking
you are trying to generate.
a top ten list of things you want to avoid.
Things like temperature, disgruntled members, or poor preparation can
lead to a bad experience for prospective members.
sure there are enough chairs and they are set-up in an inclusive, welcoming
arrangement that encourages conversation.
having light music playing in the background. Music
can lift the tempo of the interaction by energizing participants. Additionally,
it eases the tension some might feel if a conversation exchange ends and
“dead air space” follows.
sure you offer light fare at this meeting.
Food and drink are always welcome. Besides,
people automatically have something to do if you serve finger foods. When
someone has something specific to do, they are less likely to feel intimidated
q Make prospects feel welcome by building in support systems. Ask
leaders and hosts to watch for, and to introduce themselves to anyone who looks
a bit lost or who could use a friend.
A-ACTIVITIES What will happen during the meeting?
the Engineers Creed. Welcome these newly
licensed engineers into the community and extend a helping hand.
two members tell “horror” stories about taking the exam. Then, ask one or two prospects to tell about
their recent experience.
sure to mention at least 3 successful programs and how you have participated in
prospects and members create groups of 5 and see which can answer 5 MATHCOUNTS
questions the fastest. To the winners—a
and invite them to an “Order of the Engineer Ceremony”.
N-NEEDS How do we assess what members/prospect needs are?
prospects a questionnaire or comment card to determine their needs.