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Purpose, goals and budget
Answer the most important question: Why should you have the meeting?
Who will attend the meeting?
What should the meeting look like and what are your goals? In what way can you link the meeting to the organization's goals?
Create the right expectations and encourage participants to prepare.
Set a reasonable budget for the meeting.

Geographical area
How far from the office can you imagine going? Is it important  with good public transport?

Meeting place

Let the purpose, goals and budget of the meeting govern which meeting place is best suited. Is it a modern venue in the city or a relaxed environment close to nature?
Should there be access to activities, a place for reflection or training opportunities? Is it important that the meeting place is eco-labeled?

4. Contents

Do you need an overnight stay? Should everyone have their own room or can anyone think of sharing?
What meals do you need? A full board includes, for example, morning coffee, lunch, afternoon coffee, dinner, overnight stay and breakfast.
Do you have special wishes, such as vegetarian food for the whole group, or healthy coffee?
Book a lecturer to reinforce your purpose or an activity that provides both benefit and pleasure for the group.
Do you want to bring out the company's values? In that case, a business game is a very good idea
We have many different suggestions for partners that strengthen the meeting. Look in at
  Our friends  for tips and ideas.

5. Meeting room and seating

Islands, chairs in a circle, cinema seating… what seating do you need?
The purpose of the meeting plays a major role here. Tables often create obstacles between the participants, so if you are going to have a decision meeting or a creative meeting, chairs in a ring are a good alternative. Standing table is to be recommended for all sessions as participants can take turns sitting and standing.
A good tip is to refurnish the meeting room during the day, partly it gives new energy and partly new contacts can be created between the participants.

Do you need group rooms? How many per group room, do they need a special furnishing? Many meeting places have public areas that can be used for shorter group work, which can be an alternative.

Read more here for tips on which sessions are suitable for which meetings

6. Meeting equipment

What meeting equipment do you need for the meeting? Computer projector, notebook material, microphone / mosquito net, sound system or something else?

7. Send out the invitation and agenda

Make a clear agenda with time, place and purpose. Then send it together with the invitation in good time to everyone involved - both lecturers and participants and organizers. Do not put too many items on the agenda. Can the participants read up on the material before? Make room for activities and energizers during the day to give more energy to the meeting and to create new impressions for the participants.  Take regular breaks  leg stretches, if only a five-minute session, between laps.
If the participants are to book their rooms themselves, be clear in informing how and where to make their booking.

8. Special diet

Find out allergies and special diets well in advance and inform the meeting place. For example, it is often individual what it means to be a vegetarian. Does the person eat fish and chicken?

9. Transporter

Can you use your travel time effectively?
For example, start the conference in a rented bus if you are going to travel far, or ride together if the municipal modes of transport are not optimal. Is there parking adjacent? Parking for buses in connection? Free or additional cost? Charging posts? (More and more people are asking for it).

Of course, we at Skånska Möten can help you with transport, just let us know.

10. Reconcile before

To avoid cancellation costs, it is good to check the details well in advance of the meeting. Is the number of participants, special diet, meeting technique etc correct?

On the day of the meeting
Be on site well in advance, test the technology and get everything ready before the participants arrive so that you have the opportunity to greet them at the door when they arrive. It creates a good feeling for the participants, that they are seen.

Feel free to turn on suitable music to create a pleasant atmosphere when the participants arrive.
We humans absorb information in different ways, so vary and take the help of different technical aids: film, big screen, whiteboards and Powerpoint. Feel free to use more images than text. A different way is to use a meeting planner who draws pictures during the meeting.


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