Your Meetings Management Program: Developing a Meeting Policy

Last week I talked through some of the reasons your company might be looking at implementing a meetings management program . The next step is to outline your meetings policy. 

I’m still surprised by how many organizations have don’t have a meetings policy in place, even something informal. The true value of a meetings policy is to level-set and ensure everyone is on the same page. There are so many definitions of events and meetings, so it’s essential to define what it means to your organization and, in essence, the scope of your meetings program.

The three goals of a successful meeting policy are to:

  1. Lay the foundation of your meetings program
  2. Define key terms for your organization
  3. Outline the process for success

When writing your policy, items that you might consider including are:

  • Size: Some meetings policies cover events 50+ attendees, while others start as low at 10 attendees.
  • Budget: Policies may also focus on a budget size as the baseline
  • Review Process: Identify how meetings/events are submitted into the program for evaluation.
  • Decision Makers: Approval could also be on a sliding scale based on budget, size, geographic location, or even attendee profile.
  • Payment: How meetings should be paid for – corporate card, meetings card, etc.

We’ve developed a meetings policy template, informed by the best practices we’ve seen across our hundreds of clients.

 

This post is part of a series on strategic meetings management. To see other blogs in the series, click here.

This content was originally posted on blog.cvent.com in 2014. 

 


Madeline Hessel

Written by Madeline Hessel

Maddy is on the Content Marketing Team at Cvent. When she’s not geeking out on lead gen tactics, optimizing processes, or cramming prospects through the funnel faster, you can find Maddy playing soccer, cooking a yummy dinner at home, or traipsing around the country to visit her geographically-challenged family.