Editor's Blog

The architecture of meetings

What are the foundations of a productive meeting? It’s the question at the core of every meeting planner’s job – and it goes without saying that there is more to take into consideration than just the agenda.

But if you want to know about the foundations of something, who better to ask than an architect? With that in mind, we tasked Caterina Alves, venue manager at Royal Institute of British Architects (RIBA - pictured), to consider what goes into the architecture of an outstanding business meet up. Here’s what she came up with…

Stick to your goals

During the first stage of planning, outline what it is you want to get out of your meeting or conference. It is easy to get carried away with all of the additional details that come with planning an event so it is important to refer to your initial goals to maintain a clear structure for the day and ensure ROI.

Venue of choice

Consider how your chosen space could influence attendees. If you want to encourage a more fun and upbeat meeting look for a relaxed and vibrant setting. If your event is more business-like then opt for a more traditional venue but one that still motivates and engages attendees.

What’s on the agenda

An agenda is vital for alerting team members to what they will be discussing or learning about. Research has shown that attendance rises at the prospect of quality networking opportunities, so let delegates know who is likely to be attending in advance so that they can plan to meet certain people in the allocated breaks.

Speaking up

If you have taken a careful approach to the building blocks of the event, people will be more likely to engage with the content. Turning to technology could help boost interaction amongst delegates. Services such as Slido allow people to submit their questions without having to face the crowds and use a microphone.

After the event

To ensure that the event resonates with the audience and sticks in their memories, why not create a little information pack to take home with them or send one digitally the day after the event? This will encourage people will act more on these and your objectives will be met a lot quicker.

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  • Tom Duggins 03/09/2018 Of: www.zipcube.com

    Good article. I think it would also be interesting to hear, perhaps in another piece, your thoughts on how the design and layout of a meeting room itself can affect the course of the meeting?

    In our experience at Zipcube, clients often prefer rooms with natural light - or open-plan feel spaces with glass partitions - because they feel more awake and lively in those spaces.