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Meeting Architecture Process

Documents

Maarten Vanneste

DOC: CHECKLIST HISTORIC DATA

Pre invite communication Give-away, Room gifts Evaluation results

Invitation Theme, logo, ... Budget

Conference package Video (opening, etc.) Website

Syllabus PowerPoint template Discuss, prepare the upcoming meeting

Program Pictures, video, drawings, Post meeting education or Follow up

Handouts Text report Other…

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DOC: CREATE THE MEETING OBJECTIVE TEAM

MEETING OBJECTIVE TEAM

name Role and responsibilities Time available

The meeting-owner:

Management:

Subject Matter expert:

Corporate: Communication dept. Association: Educational development

Project Manager / meeting planner:

Procurement:

Producer, facilitator, moderator, …:

The Participants:

The Meeting Architect:

Meet your participant...

DOC: PARTICIPANT ANALYSIS BLANK

Type

Who are they? Give them a title or category name.

Participant category 1 Participant category 2 Participant category 3 Participant category 4

Number

How many of them?

Value creation

How does this participant group create value?

How does the meeting provide value for these participants?

How much value can be created?

Position, Importance

Where does this group rank in value generation?

And why?

Which group has the most impact in the market?

In pay to attend, Who do we really want to have as participants?

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DOC: THE MEETING OBJECTIVE MATRIX III

Participant category

IMPACT, metrics, How much and by when?

‘do’ objectives

(Action, Application)

Learning

objectives

Networking

objectives

Motivation

objectives

DOC: THE MEETING DESIGN TEAM

Name Role / Task Available Time

Previous participants:

Official Host:

Producer / creative director:

Designer:

Facilitator, moderator, MC:

Meeting support manager / chief technician / AV prof.:

Speaker manager:

Online / hybrid specialist:

Social media professional:

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DOC: THE MEETING DESIGN MATRIX

Target: (participant group, stakeholder)

Objective:

Before During After

C Concept

H Human

A ART

T Technical

TY TechnologY

DOC: THE MEETING IDENTITY LIST

MEETING IDENTITY LIST

Theme

Visual

Picture

Slogan

LOGO

Color

Song

Speakers

Other

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DOC: HYBRID MEETING MATRIX

This is the framework to discuss formats, techniques, channels, cost, ...

Sound Sound and Presentation

Video + Presentation

Video + Presentation + Remote texting

Video + Presentation + Remote interactivity

Remote participants - groups (Pods) - individuals - both

Remote

Presentations / remote speakers

Synchronous or serial (think Time zones)

Live, later (recorded)

or both

Open

or moderated interaction

One way

or two way

Paying or free Open or secret One year or longer

Save (less traveling)

or increase revenue (add participants)

DOC: LIST OF SUPPLIERS

Partners, suppliers, freelance, etc., …

Facilitation, speakers, actors, etc.

AV, meeting support, …

Technology

Other

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With thanks to the entire team of volunteers in

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NEXT STEPS

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Join the community of meeting architectures in the linked in group “Meeting Architecture”

Published by the Meeting Support Institute

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phone: +321 444 88 31