How to plan a successful off-site meeting

In a world of email, text messaging and group chats, the art of off-site meeting planning and execution can seem lost at times. However, all this might take face-to-face communication and human interaction to another level of importance.

It's easy to see how a department meeting or impromptu conference in the office can be ineffective. Attendees are comfortable, in familiar surroundings - and this comfort can turn into wandering minds and daydreams. The meeting ends and many aren't really sure what was accomplished.

A well-planned meeting in a fresh setting that combines activities mixed with the opportunity to socialize a bit might be just the thing to bring colleagues together as a team. Be prepared to follow-up with a "thank you for attending" email, perhaps with important meeting notes, presenter contact information, perhaps, even a photo or two taken at the event. A separate thank you to the presenters should also be a part of the follow-up plan; drop a card with a personal note in the mail for those who came from outside the company to present.

Choose wisely, Grasshopper! When picking your date and time, consider the flow of your company during the week. Mondays can be tricky, since it is a popular day to take off for a three-day weekend. Fridays can be just as difficult, as many have already "checked out" and are excited about the weekend. Unless, of course, the meeting will end early and attendees are allowed to start their weekend a couple of hours sooner. Midweek can work well to break up the week and catch people at their peak of productivity.

Communicate with presenters. Find out what they will need to properly present their information, including laptop connections, sound, old-school easels/paper/markers, and so on. Will they be providing handouts? Let them know how many are expected to attend. These details may be more important than you think. Missing something here can really break the rhythm and distract the attendees.

Search for the right venue. One can start the search on the web, but it must end at the location. Site visits may be time-consuming, but they are critical. The meeting area must 1) be away from distractions, 2) be able to accommodate your presentation and configuration needs and 3) have plenty food, beverage and activity options to keep everyone smiling and attentive. If breakout sessions are on the agenda, additional spaces will be required. If activities are included, are they meant to break up a long meeting or get everyone pumped at the end? Nearly every venue has free Wi-Fi these days, if there's a password, get it early enough to include it on the agenda.

Testing, testing … 1, 2, 3. The site you've contracted has everything you need. However, you still must plan to visit the day prior to the event to test your equipment. Make sure this is part of the plan right from the start. Bring the laptop you plan to use with necessary adapters/connectors and ask to test the sound system if you're using it. Make a dry run through your meeting agenda; you may just find something you've overlooked. Good thing you caught it now.

While you're there, go over your contact with the venue's representative with whom you've been communicating. Check your guest count, food items, room configuration, activity time and so on.

Plan to arrive nice and early to give yourself enough time to make any last minute adjustments, place any helpful signage to guide attendees, test sound and A/V connections again, etc. Meet with the venue staff to make sure everything is on schedule, as well as your presenters just prior to start time to review the agenda.

Ready, set, go. Host a fun and productive meeting. And, remember, to schedule a little time afterward to celebrate your success.

• John Krol is marketing director at WhirlyBall.