Meeting Facilitation Must-Knows

Come ready with a fresh pack of dry erase-friendly markers. This way you’ll be covered in case your venue doesn’t provide them or the provided ones are dry or in hard-to-read colors. Avoid low-visibility colors like yellow or orange, and use markers with a thick point. If your audience is expected to take notes or contribute, have extra writing implements and paper available.  

COVID might not be #1 on people’s minds these days, but it’s still with us! Check case numbers in your area, follow recommended protocols for masking, social distancing, and vaccination status, and provide virtual attendance options for the immunocompromised. Share information about health and safety procedures such as emergency exit routes or the location of first-aid spaces. 

If you’re in charge of food, ensure that snacks, beverages, breakfast, and lunch are provided. Cater to a variety of dietary requirements and make sure that food is labeled. Prior to your meeting, confirm any allergies and provide separate, allergen-free food. If food isn’t provided, make it easy for attendees to order meals, or share a list of nearby dining options.

Visuals set the mood, guide people to where they need to be, and help keep your meeting on track. Print and place welcome signs, wayfinding messaging, and meeting outlines. Have a large sheet or whiteboard where you can “park” attendee questions or ideas to return to after the end of the meeting. 

Avoid a free-for-all when it comes to seating. Arrive early to set up your meeting room in a way that’s most conducive to your agenda and format. Don’t forget to check your tech before you start! Provide adequate seating, with some seats designated for speakers or those with mobility requirements.