11 Tips for Better Meetings in a Public Place

When you’re just getting started, holding meetings in public places can save you lots of rent and other hassles. Here’s how to take advantage of the benefits without losing control.

From Dane’s blog

We often need to have a business meeting in a public place. Whether because we work at home and don’t have the space, or because we’re traveling and giving a number of presentations on the road, meeting outside of the office can be an excellent idea.

But what if you are in charge of this outside event? If it is up to you to coordinate an outside meeting in a public place, here are some tips that should make you a hero:

1. Location Appropriateness
   Take roll, and figure out how many people are attending. Small groups of 4 or fewer could meet at a Starbucks or any coffee/juice bar. Larger groups should meet in a restaurant where tables can be moved around to accommodate the number of people. Family restaurants and steak houses are your best choice. I avoid pizza places simply because the atmosphere can be distracting and unprofessional.
2. Internet Access
   If you are going to be using your laptop during the meeting you will have to research locations in your area that provide wireless internet access. Most coffee houses offer this service, but do not assume… call and find out in advance.
3. Time Appropriateness
   The best time to utilize a coffee house or restaurant would be during off hours. Do not plan your meeting at lunch or dinner times. Mid afternoon is the perfect time, since most restaurants would love to have some business in the middle of the day. Also, everyone will probably already have had lunch, and there won’t be a lot of distraction in ordering meals. Coffee is great for the middle of the day too, most people feel a little drowsy after lunch and it is a great pick-me-up.
4. Easy To Find
   You do not want your clients (or potential business partners) driving all over Timbuktu looking for some obscure dive on a back-street. Make sure your location is easy to find.
5. Make Reservations
   For larger groups, call ahead to the restaurant you choose and talk to a manager. Tell them you would like to offer coffee, muffins and fruit to your guests. See if you can make arrangements for it to be ready when you get there so no there is no wait staff interrupting your meeting.
6. E-mail directions
   Everyone will appreciate not having to look up directions on Google Maps. Be sure to include the date and time on the e-mail just as a reminder.
7. Coffee House Meetings
   For smaller groups meeting at a popular coffeehouse, consider purchasing $5 gift cards for each attendee. You can hand them out as each person arrives, then they can place an order while the meeting sets up, and you look like a hero!
8. Make a List
   Make sure you don’t leave anything at the office. Make a list and go over it twice before you leave. Briefcase, cell phone, laptop, pointer, presentation book. Visualize yourself giving the presentation, is there anything you might have forgotten?
9. Arrive Early
   Don’t show up exactly when the meeting is going to start. Show up at least half an hour early and make sure the location is secured. Things happen at the last minute, so if something goes wrong you have some time to make adjustments. Take this time to arrange tables to your liking, practice your presentation, buy gift cards, or place snacks on the table. You do not want to be setting up when everyone arrives.
10. Don’t Hide Inside
    When it is time for the meeting, your guest don’t want to be looking for a special room in the back. Greet them at the door. You can be discreet about it; pretend to be talking on your cell phone outside of the restaurant and when someone arrives say (into the phone) “Ok, I have to go now. Thanks for calling.” Hang up and greet your guest. This is will give the illusion that you were not waiting for them, but simply making a business call.
11. Break the Ice and Take Charge
    Ask each person if they found the location easily. Hand out your gift cards, or for the larger parties explain that coffee, tea and snacks are on the table for their convenience. Tell them to take their time getting settled and the meeting will commence in 5 (or 10) minutes. You do not want to lose control of your group, show them you are professional and courteous. Thank them for taking the time to meet with you.

You have many opportunities to be a hero when organizing an outside meeting, take advantage of them and you will earn brownie points with everyone involved.

By Lisa Di Clemente for the Business Opportunities Weblog. Photo by heipei.