The events team at Babraham Research Campus has many years of event management experience between them. We have coordinated more than our fair share of meetings and developed many ‘to-do’ lists over the years to help ensure our client’s events run smoothly.
These lists have been refined over time for maximum efficiency and success and I’d like to share our simplified ‘Ultimate Meeting Checklist’ with you. It’s not rocket science (or bioscience for that matter!) but having a handy checklist to work through when planning your next event will give you a clearer focus and demystify the process.
The Ultimate Meeting Checklist
Define a clear event aim and budget.
Identify your key target audience and approximate/ideal number of attendees.
Decide the format and running order of the day and create a draft agenda.
Find a venue which suits your needs – consider size, location, cost and catering – and book a visit.
Check guest speaker availability.
Set a date and time – start and finish - and book the venue.
Come up with a catchy but informative event title and strapline – you may also want to create a short hashtag to encourage online engagement.
Send out invitations with the finalised agenda and other important information.
Confirm numbers, room layout, equipment and catering choices (including choices for any delegates with specific dietary requirements) with the venue.
Design and order any branded materials for the meeting and ensure they can be developed and delivered in time, eg conference packs or branded USBs as take - aways for electronic material.
Develop any publicity plans for the event such as newsletters, press releases, online promotion, social media activity and photography.
Assign a chair, note-taker, facilitator, and someone to meet and greet your guests.
Brainstorm a list of what could go wrong and note how you might avoid or handle these issues.
Make name badges (and have a few spare just in case), prepare and print the attendee list and print spare copies of the agenda.
Check any presentations and associated technology are ready and working correctly.
Create a box of essentials to take with you on the day – paper, pens, Blu Tack, Sellotape, safety pins, post-its, scissors etc.
Prepare any follow-up activity such as data capture and evaluation forms, and thank you notes.
Double check you’ve covered everything then enjoy the day!
The Cambridge Building – our contemporary meeting & conferencing facility
The Cambridge Building at Babraham Research Campus is a superb, contemporary space ideal for all types of business meetings and events, from personalised corporate training days and seminars through to large-scale conferences and networking.
Set within our stunning 430 acre parkland location and at the heart of our collaborative campus, The Cambridge Building combines cutting-edge design with the latest technology to provide first class facilities – all within easy reach of Cambridge.
In addition to the meeting and conferencing facilities within The Cambridge Building, there are additional meeting spaces available at Babraham Research Campus. Babraham Hall boasts two heritage meeting rooms offering classic facilities, ideal for Board meetings and seminars, and within the Riverside Building an additional suite of rooms are available which are perfectly suited to smaller groups of between 8 and 10 people.
If you have any queries about anything covered here or for more information about The Cambridge Building or our additional meeting spaces please contact: firstname.lastname@example.org or call (01223) 496 215.
You can also keep up to date with all that’s going on at Babraham Research Campus via Twitter. Find us @BabrahamUK
(+44) 1223 496 000
Babraham Bioscience Technologies Ltd
Babraham Research Campus
CB22 3AT, United Kingdom
01223 813 557