Before any meeting, it’s important to have a pre-conference meeting with you staff, the facility and the vendors. At the latest, the pre-con should be held one day in advance of a meeting. Pre-cons are a time for key staff to meet each other and for last-minute details to be discussed. Even for a meeting of 10 people, a pre-con should be held. The property’s general manager, the salesperson assigned to the account, convention or conference services manager, catering manager, audiovisual company representative should all attend.
Post-Meeting Follow ups
- Hold a post-conference meeting with the same people who attended the pre-conference meeting. Evaluate what worked and what did not, review the bills and solicit feedback immediately from the facility.
- Ask your attendees to provide feedback about the program content and format, meeting facility, speakers, meal functions and other special activities.
- It’s a good idea to solicit feedback from the meeting "customer.” This way, you can determine if the meeting goals were met, the financial implications of the meeting and steps to be taken to follow up on the results.
Consider a more formal measurement tool to measure a meeting's return on investment. Some ways to approach this are:
- Consider unique goals of individual meetings that could be measured.
- Test attendees before – and after – training sessions to document what and how much was learned.
- Share return on investment (ROI) information with senior management.
- Provide a written report of the meeting for the files and to senior management.
- File contracts for future meetings.
- Write thank-you letters to staff, speakers, hotel staff and other vendors.