event fire safety

The devastating 7,000-acre La Tuna wildfire that tore through the Los Angeles suburb of Burbank is a reminder for event planners that this time of year, when much of the country is at its driest, event professionals need to be prepared for the worst.

The Department of Homeland Security has suggestions for what to do before an emergency occurs, once the fire has started and after the all-clear has been sounded.

Before: Know Your Risk 

Experts warn that wildfires can happen anywhere. As development encroaches into woodland areas, these “wild land urban interfaces” as they are called, can bring danger to the doorstep of what would otherwise be a tranquil, natural setting.

Bookmarking a site such as ArcGIS US Wildfire Activity Web Map can give you a heads up about communication outages, fire warnings and even air quality advisories. Checking in during the days immediately before your event can help you determine how to proceed and what updates to give attendees so they know what to expect.

This is the time to create a wildfire plan. Think about where your group will evacuate to if the need arises and how you will communicate if phone lines are out. You may also want to carry an emergency preparedness kit with a flashlight, batteries and first-aid supplies. You never know when these essentials may come in handy.

During: Anticipate Collateral Damage

Even if you event is not in the line of fire, the impacts can be wide-ranging. Services such as gas, power and communications miles away may be cut. Road closures can also delay deliveries, bus service and access to the airport. Flights may be cancelled due to smoke, flying embers and wind.

Smoke, too, can travel long distances, making breathing difficult for many miles from the burn area. Advising attendees before they arrive gives them a chance to take precautions and bring any necessary medications, if required.

If someone has been burned, immediately call emergency services, and cool and cover the area to reduce chance of further injury or infection.

After: Proceed with Caution

Even after the fire seems to be out, do not re-enter a burn area until authorities have declared it safe. And for several hours after returning, maintain a “fire watch” as embers can reignite under the right circumstances.

Be warned, devastated hillsides can be prone to flooding and mudslides in the years after a major fire. That is something to consider if access during the following winter will require traveling through a burn area.

oakland drinks

Visitors to the big city on the eastern side of San Francisco Bay need never fear going thirsty, regardless of preferred style of beverage. Oakland (pop. 420,000) is now home to an ale trail with 12 unique stops, wine trail with nine easy-to-access tasting rooms and some of the most serious coffee culture outside Seattle.

Beer Crafting Made Easy

Newly formed Oakland Ale Trail includes Diving Dog Brewhouse, where groups can choose from 30 beers on tap, including two that incorporate nitrogen, which creates smaller bubbles for a smoother mouthfeel (a plus for stout and porter lovers, it’s said). Visitors can also BOP (brew on premises) and make their own concoction from 20 different recipes; all ingredients (and step-by-step instructions) are at the ready.

Bonus: Companies can add their logo on custom labels when the finished product is bottled.

Uptown Oakland is a great base for events held at historic Fox Theater on Telegraph Avenue (managed by Another Planet Event Group and available for rentals). It is within walking distance of Woods Bar & Brewery’s artisanal beers and yerba mate-infused brews. Your group can stretch out in the indoor-outdoor beer garden and let the tasting begin.

Bonus: Those who fill their passport by visiting all stops on the trail earn a free branded growler.

Four breweries serve up cold ones in the Jack London Square area—Independent Brewing Company, Federation Brewing, The Trappist and Pacific Coast Brewing Co. Pacific Coast bills itself as the oldest active brewery in Oakland and one of the first to feature rotating guest taps. They also rent out their heated backyard beer garden with fire pit and Adirondack chairs.

Bonus: Pacific Coast beers do double duty as ingredients in the seasonal menu for interesting dinner options, especially when followed by Imperial Stout ice cream floats.

Urban Wine Trail Rides

Warehouse tasting rooms mix the bounty of California’s diverse wine-growing regions and the production and shipping infrastructure of the city for unique tasting, dining and gathering options that bring people together. Popular stops include Rosenblum Cellars & Acacia Vineyard near the Oakland Ferry Terminal (as much for its Rhone varietals as for its mesmerizing bay views) and Dashe Cellars, where visitors can tour (and sit in the outdoor wine garden to taste the fruits of) the city’s largest working winery.

Bonus: The truly adventurous (and fit) can sign up for five-hour East Bay Winery Bike Tours of wine city (as opposed to wine country). The 7- to 24-mile route includes a picnic lunch and carting of any wine purchases.

Serious Joe Time

Oakland has become a hot bed for coffee culture. World-famous Blue Bottle’s coffee roaster is housed in a 1920s-era brick building near Jack London Square. It includes a pastry kitchen and coffee bar steps from the marina.

Bonus: Ask about coffee cupping and dripper brew classes.

Two members of the band Green Day—Mike Dirnt and Billie Joe Armstrong— recently opened Oakland Coffee Works, an environmentally friendly coffee roasting operation. The organic, fair-trade coffee is packaged in compostable materials and available for pop-ups.

Bonus: This is hearty coffee without the guilt. Fueled by Love, the philanthropic arm of the company, supports South American communities where beans are grown.

building burning man

Photo credit: “Happy Mecha Women” by Jaques de Selliers

The day after Labor Day Weekend means the end of summer for most. But it’s an especially somber day for Burning Man goers, which began on August 27 and ended September 4. Regardless of your stance on the controversial festival, the finished product is undeniably incredible. A magical metropolitan of artistic expression and communal living is created seemingly out of air (or sand). Though festivals have some of their own challenges separate from corporate events, some logistical elements of this particular annual celebrations may offer universal lessons. Here’s a dissection of what goes into producing an event of this size with an even bigger emotional impact.

Founded on Principles

Burning Man is a cultural movement. The festival runs on 10 defined principles, including: Radical Inclusion, Gifting, Decommodification, Radical Self-Reliance, Radical Self-Expression, Communal Effort, Civic Responsibility, Leaving No Trace, Participation and Community. These values are esteemed very highly by devoted Burners. In fact, they are seen more as rules than ethics.

Burning Man was born in 1986. Founders Larry Harvey and Jerry James were celebrating the Summer Solstice by burning a wooden man on Baker Beach in San Francisco. The ritual, which began with a few dozen friends, has evolved into a 70,000-person festival with worldwide fame. Nonetheless, its essence has persevered—a summer spectacle amongst flames and friends.

Although your meeting or event will likely have a different message to convey, it’s important to define ideals and stick to them. A planner’s job is to bring vision to life by capturing a unique spirit. This is often accomplished by staying true to an original premise.

Collaborative Effort, Communal Attitude

Burning Man’s community is extremely strong. This can be largely attributed to its structure, which stipulates that every person has to work. Whether it’s assembling an art instillation or devoting hours of manual labor, the experience is intended to make you get your hands dirty. Still, people are happy to help, with around 2,000 volunteering at every stage. Some of the tasks include making art cars, food service, ranger patrol and party hosting at one of the themed camps. Those who refuse to follow the golden rule are deemed “Sparkly Ponies,” since they are just there to look pretty.

The community practices powerful rituals. For instance, many hitchhike to the festival. Upon arrival, veteran Burners are greeted with a very warm welcome involving hugs while cheering “welcome home!” Throughout the festival, people offer drinks, snow cones and more hugs. The festival even has its own newspaper that covers event-related incidents. Weddings are frequently held on-site amongst steampunk goggles and dust. Burning Man culture is no joke.

Another priority is social responsibility. All proceeds from Burning Man go to artists and affiliated events all over the globe. Additionally, they enforce eco-friendly practices such as shifting desert locations yearly, in order to prevent extensive terrain damage.

Take note planners—when you bond people through a mutual activity or interest, stronger connections develop. This is even more effective if it involves a cause that your group identifies with.

Organized Craftsmanship

Burning Man puts a lot of emphasis on artistry. Although it’s a festival, the spectacle is a far cry from mayhem. In fact, the organization remains one of the largest individual art funders in the Bay Area. The New York Times has deemed it, “anarchy so well organized that there are registration forms, a media contact and a press kit.”

The atmosphere may feel wistful, but a tremendous level of effort, tactful coordination and planning goes into Burning Man. To put things further into perspective, the city’s Department of Public Works devotes three weeks to ensuring all precautions are enacted. They lay electrical cable, set-up plumbing and survey the land.

It might seem like an oxymoron, but there is also a corporate side to Burning Man planning. The company has its headquarters in San Francisco’s Mission District. The full-time, year-round staff of professionals works with a larger corporation to properly synchronize the experience. It’s surprisingly calculated.

Regardless of what you’re planning, it’s going to take a ton of work. It’s a funny truth about the planning experience—an enormous amount of stress, chaos and meticulous preparation occurs behind the scenes. Yet, as soon as the production begins, it’s all expertly hidden. Burning Man is an excellent example, proving that sometimes the more fun an event is, the more work it demands.

the 5 busy stages of event planning

Meeting and event planning is a highly stressful, fast-paced occupation. No part of the process is easy. But in order to really understand it, the ebbs and flows must be examined. Be forewarned, though—you might feel your shoulders tense just from reading about the frenzy.

When does crunch time begin? The general rule of thumb is there is an eight-week time frame for a small event (200–400 attendees), around a four-month frame for a medium-size event (400–800) and six months to a year for a large-scale event (800 or more). Here is a small-scale example.

1. Build a Blueprint

Time frame: eight weeks prior to event

Stress level: ???

Incoming—you’ve got a meeting or an event to plan! It’s time to jump right in, because the race against your calendar has begun. The amount of items you’ll be juggling becomes clear at this point. And you’ll find yourself compelled to answer the most crucial, fundamental questions: why and how.

It’s also time to set up those goals and objectives, identify your attendees and draw up a budget. It’ll be busy, but least the stress-o-meter isn’t too high yet; it’s more about big pictures, lists and plenty of excel sheets.

2. Make It Sparkle

Time frame: six to seven weeks prior to event

Stress level: ??

This is perhaps the most fun and creative part. It’s time to embody your inner artist for the relentless pursuit of inspiration. Flipping through options and forming a general itinerary will pump up the serotonin. You’ll also conjure up ways to truly stand out and align your vision with the client’s. It’s early enough that no major problems have reared their ugly head yet. But don’t get lost in the daydream.

 3. Get Down to the Nitty-Gritty

Time frame: four to six weeks prior to event

Stress level: ????

It’s time to buckle down and crank out the details. Timeline, budget, specific venue, caterer, schedule, speakers, entertainment, risk management, marketing and promotion should be moving along. Specific goals and timelines need to be drawn up—and met. Right now, your hands are tied and your crazy busy. The last thing you want is to hear even a peep from the client.

Exactly how will you manage the balancing act? Cue the event binder.

4. Cover Your Bases

Time frame: one to four weeks prior to event

Stress level: ?????

Try not to let the stress entirely consume you. No matter how much you prepared, time seems to be slipping away, fast. It all needs to be wrapped up, but a 24-hour day no longer feels sufficient. Production coordination, contracts, logistics, personnel and a detailed site plan are expected to be tweaked to perfection—but we all know that can never be done.

Aren’t you glad you made a plan B? If you made a plan C, you’ll be even happier. Kudos to any planner rock stars who find time to sleep, eat and stay calm during this time.

5. Reflect and Evaluate

Time frame: one to two weeks after event

Stress level: ?

Ah, take a deep breath, the storm has passed. However, in a big way, the cycle still lingers through this stage. Fortunately, it’s the least stressful of all. You’re tasked with collecting feedback from both your client and attendees. Also, take some quality time to review your performance and end product. You’re gearing up for the next battle, and it will probably arrive sooner than you think!

allegiant sunseeker

When discount airline Allegiant Travel Company announced at the end of August that it would be developing a massive hotel/condo resort on Florida’s Gulf Coast, investor sites went wild. One Allegiant Air executive quit. A lot of planners said, hmmm.

Allegiant will continue to pull from the playbooks of Pan American Airways and United Airlines (which at one time owned Hertz, Westin Hotels & Resorts and Hilton Hotels & Resorts hotel chains). The airline known for low airfares already operates a website selling hotel rooms and rental cars. Now the public company says it will spin off Sunseeker Resorts, a real estate company that will develop a 22-acre resort in Port Charlotte, Florida. Plans call for a 75-room hotel, 720 condo units and North America’s largest private-resort swimming pool and marina. It will also include meeting and banquet space, separate meeting rooms and more than 10 signature restaurants and bars.

Deposits are already being taken for luxury condos that could be complete in 2020. But there are some messages now for planners in this development.

1. Florida is hot right now. Sunseeker Resorts’ marketing materials call Florida’s Gulf Coast desired worldwide. Visit Florida estimates that a record 112.4 million people visited the state in 2016. Most stayed more than four nights. Allegiant estimates the project will result in an increase of 300,000 visitors a year to the area and $1 billion in economic impact in a decade.

2. The lowest price ethos might not carry over. Furnished condo units will sell for between $650,000 and $1.1 million for spaces ranging from 830 to 1,550 sq. ft. Exclusive privileges will include access to members-only dining and entertainment, a resident concierge, housekeeping and in-home grocery delivery.

3. The hospitality business might be doing better than the airline industry. Investor sites discussed the benefits of diversifying vs. neglecting core competencies. The announcement called it “an important step in Allegiant’s evolution as a travel company, offering customers more opportunity for leisure experiences.” Deloitte’s Travel and Hospitality Industry Outlook report for 2017 declared the economic fundamentals for consumer spending solid, giving travel companies reason to remain optimistic about demand for all types of trips. In the same report, it said that legacy airlines may face headwinds as new labor deals and rising oil prices put pressure on operating costs.

The time to plan for fall events has arrived! After all, the brisk season is only about a month away. So while our minds might be currently occupied by sunshine, pools and tan lines, organizing next season’s festivities will keep meeting and event planners ahead of the game. Plus, the extra time can be used to ensure every detail is diligently executed.

What comes to mind when you think of fall? I bet crunchy leaves and earth tones make the cut. There are many areas in the United States where the beauty of this fleeting cycle can be experienced. In fact you can get really in-depth about your foliage sightings by using the interactive map on Smoky Mountains’ website. If you’re looking to really dazzle attendees, choose one of these top five foliage destinations.

1. Rocky Mountain National Park (Denver, Colorado)

Rocky Mountain National Park is an exquisite 415-square-mile display of mountainous landscape. Its Trail Ridge Road presents more than 12,000 ft. of hiking amongst a subalpine and alpine world. Some gems you might stumble upon include wildflowers, wildlife and starry nights.

Where to meet?

Colorado Convention Center is a comfortable walking distance from more than 8,700 hotel rooms, 300 restaurants, nine theaters and shopping outlets. Recently renovated and offering more than 100,000 sq. ft. of meeting and event space, Colorado Convention Center qualifies as a top meeting facility.

2. Lake Placid (Adirondacks, New York)

Scenic roads, quaint towns and fresh alpine air are just a few of the dreamy promises of the Adirondack Mountains. The lake placid area accommodates a variety of outdoor activity on, by and around the water. Whether nature calls you to the trails or to swimming in the lake, the foliage is sure to astound.

Where to meet?

Crowne Plaza Lake Placid is a sizable, AAA Three Diamond rated hotel. The cozy, lodge-style hotel offers 245 guest rooms, 30,000 sq. ft. of meeting space (23 meeting and exhibit rooms) and outstanding views of the lake and mountains.

3. Quabbin Reservoir (New Salem, Massachusetts)

A lesser known, foliage haven is Quabbin Overlook in the Quabbin Reservoir. The hidden trail supplies prime views of the reservoir and an impeccable display of Massachusetts greenery. It’s also wheelchair accessible and leads to several picnic-style tables at the crest of the ridge.

Where to meet?

Awarded the TripAdivsor Certificate of Excellence along with a AAA Three Diamond rating, the Boston Marriott Copley Place offers a remarkable 1,144 guest rooms and 70,000 sq. ft. of event space. Promising the most high-tech and style amenities, the hotel also has a skywalk connecting to the Hynes Convention Center and two major malls.

4. Great Smoky Mountains National Park (Gatlinburg, Tennessee)

Great Smoky Mountains National Park straddles the border of North Carolina and Tennessee. The national treasure is one of America’s most visited, and admired, national parks. In the area, you’ll find a rich diversity of plant and animal life along with an intriguing history of Southern Appalachian mountain culture.

Where to meet?

The Gatlinburg Convention Center provides 18 meeting rooms with more than 100,000 sq. ft. of total meeting space, with the largest room measuring 66,910 sq. ft. On-site attendees enjoy dazzling views of the surrounding mountains and garden.

5. Columbia River Gorge (Hood River, Oregon)

Columbia River Gorge is a National Scenic Area, brimming in spectacular canyon views. The Columbia River runs through the Cascade Mountains on the site’s grounds. And from its cliffs, you can see from Washington to the north of Oregon’s mountains and waterfalls in the south.

Where to meet?

The Columbia Gorge Hotel is on the smaller size but remains an excellent and luxurious option. The hotel offers 6,000 sq. ft. of meeting and event space and 40 guest rooms. Its historical charm, as it was built in 1921, permeates the layout. But modern capacities are also available, such as audiovisual and business center services. Visitors can enjoy a variety of natural views, from gardens to mountains to water.

Do you smell it in the air? Fall is coming, and there are many things to rejoice over: the stunning foliage, moderate climate and (perhaps best of all) cozy meals. So, if you’re a fan of cinnamon, apples, soups and squash, then fall is prime eating time for you.

Where’s the best place to indulge? New York City is a fantastic contender, offering the some of the world’s best restaurants, event space, hospitality, sightseeing, activities and attractions. Plan a meeting or event in the Big Apple and enjoy the very best of these quintessential autumn dishes.

Apple Pie at The Blue Stove (415 Graham Ave., Brooklyn)

The rustic bakery specializes in old-fashioned pies and cakes. Don’t let appearances fool you there. The Blue Stove is an understated Brooklyn spot, but it’s baking up some of the city’s most heavenly desserts. The bakery’s all-American apple pie is a family heirloom recipe.

Once you experience the warm crust crumbling in your mouth, there’s no going back.

Pumpkin Spice Latte at 12 Corners (79 E. 10th St.)

The pumpkin spice latte may be the most basic beverage, but no one can resist its sweet allure. So which coffee shop has mastered the caffeine-loaded and sugar-full drink? The coffee shop 12 Corners, which is praised for its innovative latte designs and prime caffeine drinks. Side note: It’s Yelp’s No. 1 coffee shop in New York City.

Tomato Soup and Grilled Cheese at Cheese Grille (188 Allen St.)

One could easily argue that tomato soup and grilled cheese is the ultimate food duo. It certainly is during the fall season. Cheese Grille is a vibrant cafe, and offers affordable meal options in a sea of pricey restaurants. The main savory grilled cheeses include classic cheddar, three-cheese (cheddar, asiago and gruyere) and garden melt (asiago, roasted red pepper, arugula and olive tapenade). Overall, there are 10 cheesy sandwich choices to pair with the house-made, spicy tomato soup.

Cinnamon Roll at The Cinnamon Snail (The Pennsy Food Hall, 2 Pennsylvania Plaza)

The vegan restaurant/food truck continues putting patrons under The Cinnamon Snail’s swirly, icy spell. The unrivaled doughnut packs in gooey cinnamon goodness among the folds of its flakey, glazed bun.

Polenta at Scarpetta (355 W. 14th St.)

Could anything be more comforting than a creamy bowl of polenta? Scarpetta excels at hand-making such Italian staples. The signature polenta, which is served with a fricassee of truffle mushrooms, continues to awe customers traveling from far and wide.

Candy Apple at William’s Candy Shop (1318 Surf Ave., Brooklyn)

This modest gem specializes in throwback carnival treats, offering everything from decadent fudge squares to color-wheel lollipops. William’s Candy Shop keeps classic candy apples in stock, too. These also come in some Instagrammable toppings, such as rainbow sprinkles, nuts and coconut flakes.

Duck Confit at Balthazar (80 Spring St.)

Approaching its second decade in business, Balthazar is a romantic French brasserie—and a definite New York City staple. Although there are several irresistible options, the restaurant’s juicy duck stands out. The scrumptious dish is served alongside roasted leeks, butterball potatoes and spring mushrooms.

15 New ICEHOTEL Art Suite Designs

Dancers in the Dark by Patrick Dallard and Tjasa Gusfors; photo credit: Asaf Kliger

The arctic travel experts at Off the Map Travel have announced the 2018 line-up for the ICEHOTEL Art Suite Designs. This winter brings the 28th ICEHOTEL in Jukkasjärvi.

Before getting into the details, it’s important to note that ICEHOTEL is exactly what it sounds like. Located in Jukkasjärvi, Sweden, the ICEHOTEL is the world’s first hotel made entirely of snow and ice. And there’s a lot of ice involved—enough to make 700 million snowballs and chandeliers made of 1,000 hand-polished ice crystals to be exact. It’s hard to say exactly how that was measured, but there’s no denying that’s impressive. It doesn’t last all year though. Almost symbolically, the rooms melt into the Torne River when spring arrives.

The ICEHOTEL began as a gallery for local artists to present their work. The gallery model changed one day when a few bold tourists asked to sleep there. Thus, the concept for the ICEHOTEL was born.

15 New ICEHOTEL Art Suite Designs

ICEHOTEL sketches; photo credit: Off the Map Travel

The new ICEHOTEL suites will be designed and crafted by 28 artists from 11 different countries far and wide. A few options visitors can expect include: a King Kong model, an Alice in Wonderland-style fairytale suite via a hanging installation (Hang in There) and a world of giant ice snails (Ground Rules).

“We can’t wait to see the new designs come to life. These artists have been selected from hundreds of applicants. Making their designs a reality creates a truly global masterpiece,” said Jonny Cooper, Arctic travel expert and founder of Off the Map Travel. “The team at the ICEHOTEL never fail to impress and seem to outdo themselves each year.”

15 New ICEHOTEL Art Suite Designs

Living with Angels by Benny Ekman; photo credit: Asaf Kliger

On December 15, the following Art Suites will be open to guests:

  • Space Room by Adrian Bois Pablo Lopez
  • Daily Travelers by Alem Teklu Anne Karin Krogeveoll
  • Cumulus by Annakatrin Kraus Hans Aescht
  • Follow the White Rabbit by Anna Sofia Mååg Niklas Byman
  • King Kong by Lkhagvadorj Dorjsuren
  • Queen of the North by Emilie Steele Sebastian Dell’Uva
  • White Desert by Timsam Harding Fabián Jacquet Casado
  • LIVQ by Fabien Champeval Friederike Schroth
  • A Rich Seam by Howard Miller Mugh Miller
  • Wandering Cloud by Lisa Lindqvist
  • Hang in There by Marjolein Vonk Maurizio Perron
  • Radiance by Natsuki Saito Shingo Saito
  • Monstera by Nina Kauppi Johan Kauppi
  • Last Faberge Egg by Tomasz Czajkowski Eryk Marks
  • Ground Rules by Carl Wellander Ulrika Tallving

John Cannizzaro John Cannizzaro

John Cannizzaro accepts the position of director of catering for the South Point Hotel in Las Vegas. He brings 10-plus years of senior level experience working in the dining and catering industry. Some of his most recent positions were held at Tropicana Las Vegas as services manager, and catering manager at ARIA Resort and Casino. Cannizzaro will oversee all catering operations, audio-visual operations, budgets, and large events.

 

Don JacintoDon Jacinto

Don Jacinto was appointed to the role of director of brand at Journal Hotels. He will serve as general manager for both The Hollywood Roosevelt in Los Angeles and Hotel G in San Francisco. Jacinto previously served as general manager at The New York EDITION, and managing director at Row NYC.  He has 15 years of experience in managing luxury hotels, and has obtained his Bachelor of the Arts degree in Philosophy and English Literature from the College of Charleston.

 

Jamie LemonJamie Lemon

Rancho Bernardo Inn names Jamie Lemon as general manager of the luxury golf resort and spa in Northern San Diego. He has 20 years of experience in the hospitality industry and managed multiple award-winning properties, including Amid Rolling Hills Resort and Rancho Bernardo Inn Golf Course. He will join the Rancho Bernardo team from his previous position at Loews Hotels & Resorts.

 

Rene McCoyRene McCoy

Rene McCoy will join the Montego Bay Convention Centre as national sales manager for both the North American Associations and corporate markets sales segment. McCoy haspreviously over 20 years of experience in the meetings and events industry. She will maintain current clients and bring new business and conventions to the venue.

 

Guillermo Veloso Guillermo Veloso

Ocean Place Resort and Spa appointed Guillermo Veloso executive chef. He will bring over 35 years of experience, and his own unique style influenced by his Latin childhood, and centered around traditional dishes with a family focus. He has been recognized by many well established culinary organizations, such as Chefs of the South and Food Network as inspiring, and his passion for food promises delight in every dish.

 

 

Do you have an announcement about a new executive-level job appointment? Email us the good news at [email protected]. 

essential meeting questions

Meetings are a crucial opportunity for everyone in a company to touch base, express concerns and collaborate in a meaningful way. Employees are given the floor to voice their opinions, and management receives valuable feedback and can directly communicate with the group.

There is a proper way to hold them, though. Meetings that have a positive impact require planning and evaluation at every stage of the process. Here are fundamental meeting questions to ask before, during and after in order to optimize the time.

Before

Lay out the basics before the meeting to determine its structure. This doesn’t require input from every meeting participant—just the individual(s) leading it.

Why is this meeting being held? Before you invite others, establish a compelling reason for it. This will guide the meeting’s organization and ultimate goals. Once this is identified, a basic agenda and purpose should be communicated so that others can prepare.

Who will attend? Determine who the topic is relevant to. Casting a wide net allows a greater variety of opinions. However, more decisions can be made with a leaner group. And including too many people demonstrates a poor understanding of the task at hand and the responsibilities of those involved.

How long will the meeting last? Ideally, a meeting takes the least amount of time necessary. But it also can’t be rushed and often requires digging deep. This delicate balance makes it difficult to specify a time frame. Generally, a meeting shouldn’t exceed one hour.

What are the goals of this meeting? In order to achieve something at a meeting, goals must be established. These may be big or small, action- or result-oriented.

Where will the meeting be? Logistics are pretty fundamental. This decision can also affect how the meeting goes. For instance, having a room with many distractions or dark lighting could hinder productivity. Additionally, technical considerations such as equipment should guide the location choice.

During

The following questions will help ensure peak meeting efficiency.

Is this meeting one-sided or collaborative?  Meetings don’t always have a collaborative structure, per se. Some are informative or instructive. It’s important to distinguish between the two and be clear to the group. If the meeting involves a little bit of both, or if it feels necessary to shift during the meeting, this can be done by directly addressing others or by indicating there will be a change.

Are we staying on topic? Digressions are inevitable, and having a few of them keeps things interesting. Still, time needs to be used wisely. If a new subject catches your attention, write it down and give it a meeting or discussion of its own.

Is everyone expressing all of their prepared ideas or concerns? There’s a good chance participants will bring their own agenda, ideas or materials. Even if it’s not expected of them, make sure the environment allows for the open exchange of ideas and that time has been allocated to sharing.

Is everyone engaged? It’s near impossible to keep everyone engaged for an entire meeting. If the meeting is running late on a Friday, however, there’s a good chance that it will be more productive on Monday. If this happens, regain the group’s attention by asking questions, showing visuals or changing the tone.

Are the meeting goals being met? Halfway through the meeting, it might become evident that a certain goal is a little more extensive or different than expected. Although it might be disappointing, a meeting can still be successful without fulfilling every goal. When this occurs, the immediate goal is to plan a new attack. When will this be brought up again?

After

After a meeting wraps up, it should be deliberated on to promote better future meetings and more efficient work. Here are the questions to ask.

What are the main takeaways? Look over your notes, record any general impressions and get to relevant follow-ups immediately. Communicating the main takeaways, plan moving forward and immediate accomplishments reinforces that the meeting was a good use of time. It also brings everyone on the same page, preventing any confusion moving forward.

What is my function? Leaving the meeting, you should have a handle on the game plan. Rather than simply pushing tasks, define your role in the company’s overall goals. Understanding your impact gives your tasks meaning, enhances work ethic and provides a comprehensive view of the company.

What is the timeline? Projects and smart ideas slip through the cracks when people fail to plan ahead. Make sure you account for everything. If someone else is in charge, offer to help manage and track items.  If a project has ended, consider how you’ll measure its progress.

How can the next meeting be improved? Honestly seek out which components did and did not work well. Whether it’s for a specific meeting or meetings in general, settle on at least one thing to modify. After all, no meeting is perfect.