Do you have a hard time getting people to come to your community meetings? When people do attend, do the meetings feel like they go on forever without really accomplishing anything? Whether you are trying to plan a professional meeting for a home owner’s association, a town, a school district or any other type of community, it is important to choose the right venue that will help you set the tone. Sometimes just relocating to a new meeting room, such as the space available at The Crystal Room Conference Center in Milford, MA, is all it takes to get everyone focused and excited about attending. If you are having difficulty with your community meetings, come visit the Milford conference hall and see everything that our location has to offer.
Step One: Identifying Goals
Once you decide on a venue when you plan a professional meeting, take time to identify your goals. What do you want to get out of this particular meeting? What do you need to accomplish? A successful community meeting held at a meeting room will have a specific goal in mind and will not close business until the matter has been discussed or resolved. Your meeting should have a variety of participants who all come together to share opinions and ideas. A plan of action should be developed to help reach the common goal, with resources and potential volunteers identified.
Step Two: Overcoming Obstacles
In any community meeting or discussion, there are going to be obstacles. Hurdles that must be overcome if any headway is going to be made on achieving the established goals. When you create the agenda that will be discussed at the conference center in Milford, MA, make sure to also have a list of potential obstacles that you anticipate could be a problem. Once those are identified, you can add them to the discussion at the meeting room and enlist the help of board members, community members and other attendees to solve the issues.
Step Three: Plan Ahead
You should schedule your community meeting at the Milford conference hall at least a month in advance. This will give you enough time to post announcements, send out invitations and reminders, select a meeting room for your venue, develop goals, create an agenda, and appoint a committee to help, if necessary. Make sure that the goal of the meeting is well-stated and properly announced to affected parties to ensure a good turnout. If people know what to expect from the meeting, they will be more likely to attend.
Step Four: Make Personal Invitations
If there are individuals or groups within the community that you know would benefit from attending the meeting, make sure to extend a personal invitation. If you know that their input would be valuable to the discussion at hand, make sure to encourage them to attend. Community meetings should be very diverse, including people of all ages, backgrounds, industries and interests. The more representatives that you can have from every demographic, the more well-rounded and productive your meeting at the conference center in Milford, MA will be.
Step Five: Publicize the Event
Whenever you plan a professional meeting, you should take time to get the word out about the event in your community newsletter, email notifications and even the local media. If you can attract the attention of local print, radio and television media to want to know more about your community meeting, the larger your audience will be. You can even send out a short press release about the event to the local media in the hopes that it might attract attention.
Step Six: Follow-Up After the Meeting
Once the community meeting at the local meeting room is over, don’t let that be the end of it. Make sure to follow-up with speakers, attendees and other community members after the event via emails, phone calls, newsletters and perhaps even a follow-up press release to the local media. Stay on top of everything that was discussed and decided upon at the meeting and make sure to see it through.
Visit The Crystal Room Conference Center
If you are thinking about hosting a community meeting or want to plan a professional meeting in the Southeastern Massachusetts area, consider The Crystal Room Conference Center in Milford, MA. Our facility has all of the space, parking and amenities you could ever need to host a successful community meeting right here at our Milford conference hall. Give us a call at 508-478-7800 to schedule a tour or to check on availability for your next community meeting.