Meeting with your client or prospective client is probably the most important job you have. It’s where you set the stage for their event, build a solid relationship with them, and keep them up-to-date on the progress of the event you’re planning.

I’ve spent many hours in event planning meetings – some of those meetings were 30mins with just my client and me and others were three hours long with committee members, huge boardrooms, and many different opinions!

Planning an event planning meeting isn’t rocket science, but it does take time and effort, and an agenda.

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3 Phases To Every Event Planning Meeting


The 5 Ws of Every Event Planning Meeting

  1. What is the goal of the meeting?
  2. Who will attend the meeting?
  3. Where will the meeting take place – phone, web conference, in-person, etc.?
  4. When will the meeting take place and what time?
  5. Why is the meeting taking place?

The Meeting

  1. What time will the meeting start and end?
  2. Who is leading the meeting? (This person will review the goal of the meeting and provide updates from previous meetings, where applicable)
  3. Is there a timekeeper so you stay on track and on time, and who can create a document for all new ideas and topics for future meetings?
  4. Who is the note taker who will summarize decisions and tasks, schedule follow up calls/meetings?
  5. Be sure to end on time.

Note: When I first started my event planning business I had interns help me at meetings. They’d take notes, record and transcribe calls, and also take pictures of venues when we did a walk-through with the client.

Following Up

  1. Send out the meeting notes and minutes ASAP
  2. Delegate and assign tasks and timelines for action items
  3. Keep track of meeting notes and minutes then file them.

Common Meeting Distractions

  1. Cell phones – make sure they’re off and not just set to vibrate
  2. Lack of preparation – follow up with your client (or whomever is in charge of a task) before the meeting to make sure they have everything they need to come ready to move forward
  3. Difference of opinions – it’s OK not to agree on everything, but be sure everyone is on the same page by the end of the meeting
  4. Follow Through – make sure all tasks are complete.

In the comments below, tell me what ground rules you’ll set for your event planning meetings?

Thank you so much for sharing your feedback and action steps in the comments below.

Have an event-full week,