Meetings That Make Sense

Here are simple suggestions for planners to make sure their events appeal to all of the senses.

Room Layout: Situate meetings in areas with ample space. Use supplies, such as easels or whiteboards, to surround participants with their ideas. Flip-chart paper should be peeled away and posted up on the walls, not flipped over and hidden from view. This idea of "information persistence" allows participants to cross-reference discussions and reflect back on earlier content in ways that make it possible to develop new connections and formulate a shared frame of reference with their fellow collaborators.

Technology: User-controlled technology should be generously provided so that participants can use resources as needed - which almost always ends up being in excess of what was originally planned. If such measures aren't taken, participants might ask for technology at the last minute when it is difficult or sometimes impossible to provide, and if not, they will simply make do without asking for the resources that could have otherwise made their work more productive.

Ambience: Lighting and views are far more important than their aesthetic value alone. Research shows that people learn better, and even heal more quickly, when they are exposed to natural light and have views of the outside. However, many conference facilities are located below ground level or buried in the heart of a building where attendees never even see the light of day. In such instances, meeting planners should pay special attention to what artificial lighting is available and create space and depth wherever possible even if only to connect to adjacent spaces without windows. The feeling of having some other place to retreat to makes people more comfortable and at ease than being otherwise confined to a single room.

As with even the best vacations, there is always something that can be tweaked to make every meeting just a little more appealing to the senses. As companies increasingly depend on innovation and human capital to power success, a meeting planner's ability and obligation to construct more productive collaborations has never been more apparent. Successful meeting venues and planners alike will be those who go beyond simply coordinating logistics and contracts and adopt a more calculated, scientific approach to creating better experiences for everyone involved.

Nutrition: Avoid serving large portions, heavy carbs, and salty or sugary foods as they spike and subsequently crash energy levels. Coffee is, of course, a necessary evil that needs to be balanced with hydration. Also, it is advisable to eliminate common allergens like shellfish and tree nuts while also anticipating other dietary preferences in advance. This will help to avoid last-minute requests, which can distract the planner and service team and can trigger a chain reaction of service issues.

The location of the food is also important. While refreshments should be available throughout the day, try to serve food outside of meeting rooms where it can be replenished without causing distraction or interruption to the flow of the meeting.