People are the most important thing in business, and customers are the most important thing in the company. So it’s worth investing in methods of establishing new contacts with clients, maintaining relationships and promoting your company through professional business meetings.
When preparing your own business meeting for your clients, set up:
1. Set a goal for the meeting, target group and budget you can allocate.
2. Plan your meeting carefully, write down what will happen at what time, how long the meeting will last. When exactly it will take place.
3. Distribute tasks to your team members.Choose the right place, preferably one that is easy to find, where the car park is. A place which will be easy to find.
4. Make a guest list and prepare invitations.
5. Choose subcontractors. Set the details of cooperation with them, sign contracts and set real payment dates.
6. Find interesting and unconventional attractions of the meeting, e.g. learning to play golf, belly dances, body sushi, dancing with fire, skydiving, etc. Prepare also gadgets that you can give away at the meeting.
7. Before the meeting, be sure to confirm the presence of guests and possibly send a map of directions.
8. On the day of the meeting, come at least an hour earlier. Prepare the room, take care of all the details, e.g. cards with arrows pointing to the room, distribution of banners, gadgets.
9. During your business meetings, make sure that your team members perform the following roles:
- Person who greets everyone at the entrance,
- Leader walks each guest from the front door to the cloakroom, registration place or the room,
- Person who talks to guests before the meeting begins. (You can’t let your guests get bored or sit alone before the meeting starts.)
Also remember to ensure a nice atmosphere for the meeting, encouraging guests to talk, saying goodbye to everyone at the end of the meeting. It is also a good idea to send a thank you the day after the meeting for participating in the meeting and asking for impressions. In this way you will get feedback from guests, which can give you useful information on what can be improved at the next event.