I have found that the best way to increase your potential for holding an effective meeting is to put forth a little bit of effort upfront.

I consider it bad form and a waste of time to do any set up with participants in the room. It is wise to create a checklist and handle as many tasks as possible prior to a meeting’s start time.

Here is a basic checklist that I developed for my coordinator to use while setting up training sessions for my current project.

One to three weeks prior:

• Confirm dates with the facilitator
• Confirm the list of attendees
• Book conference room
• If you haven’t been to the conference room before, go by and visit. See what equipment is available or what you will need to provide
• Set up web conferencing (if necessary)
• Set up conference call information (if necessary)
• Send out the meeting invitation with the agenda, any pre-read documents, and access information for remote attendees
• Reserve a projector if one is not provided in the room
• Make a list of necessary supplies (i.e. flipcharts, markers, name tents, name badges, extension cords, etc.)
• Manage the attendee list and notify facilitators of who will attendee and who declined the invitation
• Assign a scribe/moderator
• Order catering/snacks (if budgeted and approved)

The afternoon before or morning of the meeting:

• Set up the room into desired configuration
• Print out all handouts
• Set out supplies
• Test/set up the web conference
• Call to confirm catering
• Set up area for handouts and catering

If there is one thing I have learned over the last few years with my current company it is that you shouldn’t forgo planning because it will cost you in the end.