Know Thy Attendees: Creating a Better Meeting Experience

Once you climb over the mountains of detail that surround every business meeting (contracts, meeting room diagrams, banquet event orders, rooming lists, ground transportation, and so on and so on...) there is a sea of people awaiting you: the attendees! If you’re like most planners, by the time you’ve finished navigating through all the details you’re exhausted and anxious for the meeting to be over and done.

However, a little extra knowledge about the attendees upfront can minimize distractions, improve communication and help you prepare for unexpected situations, creating a better attendee experience overall.

Here are some things you might want to know (and how knowing them could be helpful):

Have a special dietary requirement?

Typically collected during the registration process, be sure to take time to review the special dietary needs of your attendees so you are aware of those with food allergies or special dietary needs. If possible, arrange for personal consultation with the dining director and your meeting contact. Find out if a member of the dining staff can meet with the individual upon arrival to discuss their special needs.

Does anyone have mobility issues?

Any registration form worth its salt will ask whether a guest needs handicap accessible accommodations. That will show up on your rooming list so you’ll be alerted as to how many individuals to keep an eye out for in case they need any extra assistance. However, how many people are on crutches for the short-term? Say someone broke their ankle skiing two weeks before the meeting. They aren’t likely to change to a handicap accessible hotel room (which would give you a heads-up). But no matter how agile they are on those crutches, when it comes to picking-up registration packets and meeting materials and getting from one location to another they are going to need an extra hand.

Should we bring it up a notch for you?

If an attendee needs an interpreter or is legally blind they will almost always indicate that during the registration process. But not everything is 100%. Sometimes the attendee would benefit greatly just from being seated closest to the speaker, or nearest the screen---or away from the screen but with large print handouts. You won’t know unless you ask.

What's in your wallet?

Most international travelers exchange currency before arriving at the meeting venue, but if they need to do it again during the course of their stay, find out where that can be done. Get the location for the nearest currency exchange or bank and communicate that to those attendees.

Can I text you?

By uploading attendee contact information to your phone you can reach attendees faster than email. (Not everyone has email capabilities on their phones.) You can use this to welcome guests, communicate agenda changes or announcements. It’s also a great feature to have for emergency communications.

Is there a milestone in the house?

Are there any birthdays occurring during the course of the meeting? How about an employee anniversary? Maybe the recent arrival of a new baby? Find an appropriate way to commemorate these special events. This can be as simple as acknowledging it with a card from you or perhaps the group would enjoy the whole shebang with cake, candles and streamers. Small touches like this can do great things for camaraderie.

About Q Center

This article was provided by Q Center in St. Charles, IL. More than an ordinary business conference center, Q Center’s conference facilities provide lodging for more than 1,000 guests as well as dining, abundant recreation, top-flight technology and a host of customized conference services. For further information, please e-mail Communications@QCenter.com or visit www.QCenter.com.