Organizing Valuable Off-Site Meetings at a Conference Center

organize-off-site-meetingsBusiness are beginning to understand the value associated with hosting a professional business meeting off-site. Meetings that are held away from the office can be great for motivating your staff or inspiring them to look at a problem in a brand new way. Studies have proven that just the simple act of driving to a new location away from the main office can make a big difference in the attitude, motivation, excitement and drive of employees. This is especially true when working with a team for problem-solving, marketing or promotions. Literally stepping outside the box of the office to a local meeting room in Milford, MA can change the way that your employees look at the problem and can help them to find better solutions.

Scheduling the Meeting
The first step in making sure that you and your employees make the most out of the meeting at the local New England conference center is to effectively schedule the meeting. Avoid setting your meeting during the weekend or on a date that connects with holidays. Fridays are also notoriously a bad day for an off-site meeting as everyone has that “working for the weekend” attitude by the time that day arrives. A Monday can be difficult if there are tasks that need to be done that can’t be completed accurately by other staff that remain behind at the office. For many businesses, a Tuesday, Wednesday or Thursday tend to be the best days for this type of meeting.

Create an actual schedule for your meeting, even if you are only inviting a handful of staff members to the Milford conference hall. Having a structure in place will help you to stay focused and on point throughout the professional business meeting even if there are other distractions that arise throughout the day. Remember that the goal of an off-site meeting is to inspire team members to be enthusiastic, renewed and committed to achieving the goals that have been set. Regardless of the type of business that you run, there should always be a purpose for your off-site meeting and a goal that you want to meet.

Include Breaks & Meals
If you are bringing your entire staff off-site to a New England conference center for a professional business meeting, make sure to think of their needs. Speak with the event coordinator at the meeting room in Milford, MA about setting up a refreshment table with coffee, water and tea throughout the day, as well as some simple snacks to keep everyone focused. Avoid sweet snacks or other items that might cause someone’s blood sugar to spike or get team members sleepy.

Meetings that will run all day long should at least include a served luncheon. Depending on the time of day that you start your meeting at the Milford conference hall, you might also need to serve a Continental breakfast or brunch. Go over the schedule with any other planners that you are working with to make sure that everyone is one the same page. Work directly with the on-site coordinators at the conference center to find out about catering opportunities or refreshment options. The Crystal Room Conference Center has a lot of great options available in this area that can help you to take care of your team members.

Make It Fun
Even professional business meetings can be fun – if you let them. Make sure to keep the mood light by incorporating something fun into the day. This is especially true if the goal is to get your employees’ creative juices flowing. Consider incorporating team building exercises and other activities into the daily schedule to break things up. The Crystal Room Conference Center can also provide you and your staff with Wi-Fi access during your meeting and we even have an option that allows us to set up a mobile device charging station that your employees can use throughout the day.

Depending on the goal of the meeting, you could even invite a keynote speaker or special guest to come in and entertain or educate your team. Ask the New England conference center about audio visual equipment that can be used in the meeting rooms or ballroom, such as projectors, screens for Power Point presentations, flat panel screens for showing videos and microphones for speakers to use to address your team. If the event is really small you might not need all of this equipment, but it is a good idea to speak with the Milford conference hall just to find out what is available in case you do.

Contact The Crystal Room Conference Center in Milford, MA to find out more about our facility or to schedule a tour of our meeting rooms, conference rooms and ballrooms. Our team of experienced event coordinators can help you with everything from technology equipment to refreshments, setting up Wi-Fi access to parking and everything in between. Call today at 508-478-7800 and check our availability for your professional business meeting or event.