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3 Things To Do Before Hosting a Business Meeting

"We will all, at some point, encounter hurdles to gaining access and entry, moving up and conquering self-doubt; but on the other side is the capacity to own opportunity and tell our own story."

Stacey Abrams

Having the ability to host a successful business meeting can mean the difference between striking a deal and striking out. It requires careful planning and attention to detail to ensure that objectives are met, participants are engaged, and the meeting runs smoothly. Here are three things to consider before hosting that big meeting.

1. Set Clear Objectives

Preparation is key. This is something that we hear a lot. Whether it’s a test, a competition, or a job interview, one of the best ways you can set yourself up for success is to be prepared. Before you start the meeting, you should sit down and identify the purpose of the meeting as well as any objective that you want to meet. Think about what you want to achieve from this meeting. Are you seeking decision-making, brainstorming, information sharing, or problem-solving?

Once you’ve figured out the meeting’s purpose, create a detailed outline of what you want the progression of your meeting to look like. Write down what topics should be covered, how long to spend on each, and the expected outcomes. Be sure to include some buffer time for each section as you never know what may take more or less of the allotted time. A well-structured agenda helps keep the meeting focused and ensures that participants know what to expect.

2. Prepare Your Participants

Notify the participants of the meeting about what the objectives and expectations are. Share your agenda, relevant documents, and any pre-reading materials that may be needed in advance so that everyone will have enough time to prepare. Encourage attendees to have their own ideas, questions, and input regarding the information that they received. You should also verify that participants have the necessary tools for attending such as video conferencing software or presentation materials. Effective business meetings rely on active and engaged participants. So, following these guidelines will yield the best results.

3. Master Your Logistics and Technology

Pay attention to where you will be hosting your meeting. Will it be in the conference room at the office? Or will participants have to travel to another location? How feasible is it for people to get there? Will you have to provide any form of transportation to ensure attendance? These are all the questions that should be considered before making the final decision for a meeting place.

You should also think about what tools you will need to give a stellar performance on your end. Will you need Lavalier mics? How will you set up any visuals? Arrive early so that you can set things up and confirm that they are in working order, but also make sure to have a backup plan. The worst thing would be for everyone to arrive ready to work and have to sit around for 20 minutes while you troubleshoot technical difficulties.


Hosting a business meeting is a valuable opportunity to collaborate, make decisions, and move projects forward. While things can and do go wrong regardless of the amount of preparation, following the above tips can help set you up for success.

Looking for a place to hold your next business meeting or team building activity? Book with us!

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