A Checklist for Planning a Meeting

There are many things that can go wrong when you’re planning an event or meeting. Putting something like this together is never easy because it sometimes seems like the weight of the world is resting on your shoulders. Most of the time, your mind is in a constant overdrive about what things could go wrong and how to avoid them. This feeling is a lot more intense when the meeting is a really important one where the outcome can set the mood for your work or business for a very long time. If you follow this small checklist, the chances of having a flop would be greatly reduced.

A Team

Don’t do it alone. Planning something like this without any help from anyone can be very overwhelming and could leave you very vulnerable. Also, because there are many things that are involved with planning, you are prone to making very embarrassing mistakes. Gather a team that will support you and will help you block leaks you cannot block alone. They must be committed, driven, and must all understand the purpose of the meeting and how important it is. This is one of the first things you must mention in a briefing so that they can understand it properly.

Be Proactive

You need to have meetings with your team where you would anticipate problems and figure out quick solutions before these problems even come up. Give everyone on your team a chance to speak up and think about possible problems you might face. The more problems your team is able to come up with, the more you would be ready for your meeting.

Create an Agenda

This is very important. A meeting should not be without direction. Everyone at the meeting should know exactly why they are there and how best to achieve results. This would also help all the attendees and participants to stick to the plan, discuss issues, and not spend too much time with digressions.


Before the day of the meeting, you need to give everyone a fixed role that they would play. Create a list of everything the meeting would need to be a success and start to delegate these things to members of your team who would oversee them. You should be very careful in delegating, though, as you won’t want to ask someone to do something they’re not capable of. As the leader of your team, you need to figure out each person’s strengths and weakness and keep this in mind when dividing the labour. That way, everyone gets tasks they can do and will do well.


The venue of the meeting is very important. You need to consider its accessibility, the space, and the type of venue it is. Do you want it indoor or outdoor? How large should it be? Can the venue cater to your guests in terms of food and drinks? These are very important questions.

There are venues that are not only suitable for all kinds of events and meeting but will also take a lot of things out of your hands and handle themselves. VenueFinder is a service that helps you find all kinds of venues for different events and lets you search different locations. So, if you need a meeting venue in Northamption, VenueFinder will show you the best meeting rooms Northampton has.