Schedule: November
Location: Offsite (Hotel banquet room).
Attendees: EC + Shared Services VPs + Division VPs + Dept Heads + Division Heads
Time: 8:00 AM – 5:00 PM
Meeting room set-up: U-Shape
Agenda: Discussing goals from EC Planning Meeting in Oct session, dept goals to support company goals, and dept/div head questions/feedback.
If possible, schedule the meeting for Tues or Wed so that staff can travel home on Thurs rather than Fri, to avoid weekend travel.
2-3 MONTHS BEFORE:
- Review the calendars for all EC members. Discuss open dates with HR.
- Email Kevin with the available dates. He will inform which day to have the meeting.
- Add Calendar placeholders on everyone’s calendar, indicating more information to come.
- Reach out to James Angel, <James.Angel@aloftjacksonvilletp.com>, at the Aloft Hotel to see if the proposed dates are available.
- Give an estimated headcount for the meeting and the number of room reservations.
- If the Aloft Hotel is not available, reach out to Hotel Indigo at Deerwood.
- When sending the calendar invite, ask out of town employees to inform of the dates they need for the hotel. Create a spreadsheet on SharePoint and add the link to the document to the calendar invite.
- Discuss breakfast, lunch, and room set up with Kevin.
- Breakfast: choose a Light Continental, $15 per person.
- Lunch: Deli Delights, $23 per person. A hot lunch can be ordered.
- Drinks “on consumption” all day for the meeting.
- Order a vegetarian meal, if needed
3-4 WEEKS BEFORE:
- Reserve hotel rooms. Confirm breakfast and lunch menu.
- Work with Kevin to create the agenda.
- VP of Shared Services will send a request for questions and comments for EC/Management.
- Get with Kevin for the following documents:
- Things We did Well in 20XX
- Areas for improvement for 20XX
- Management Questions/Comments
- Division Charts
- Projects and Initiatives
- Ask Kevin if he wants you to schedule a dinner after the meeting.
- If so, find a restaurant that can accommodate our number of guests in a private banquet space for the hours of 5:30 PM-8:00 PM.
- The Town Center is close to the Aloft Hotel so choose restaurants in that area.
- The restaurant might send you a condensed/personalized menu.
1-2 WEEKS BEFORE:
- Reconfirm dinner reservations, if needed.
- Put packets together for all attendees. Include: the agenda, wins, notepads, and any other handouts you are asked to print.
- Ask Kevin if he wants the Success Insight Wheels printed for the attendees. If so, ask HR for the Success Insight Wheel document.
- Items you need to bring to the venue: Your computer, extra pens, highlighters, paperclips, rubber bands, stapler, mints, giant post-it paper.
DAY OF MEETING:
- Arrive at the hotel by 7:00-7:30 AM to make sure the meeting room is open and set up correctly before the group arrives at 8:30 AM.
- Record the meeting and take notes.
- Have a computer ready for any presentations.
1-2 Week(s) AFTER:
- Prepare notes and send them to Kevin for review and approval.
- Send all attendees presentations and notes.
Sample Agenda
Date
20xx Dept. / Div. Planning Meeting
- 8:30 – 9:00 AM – Breakfast
- 9:00 – 9:15 AM – Company Update from Kevin
- 9:15 – 9:45 AM – Review of “Things We Did Well in 20XX”
- 9:45 – 10:45 AM – Answer and Discuss Questions Submitted
- 10:45 – 11:00 AM – Regular Meetings
- 11:00 – 12:00 PM – Review of “Things We Need to Address/Improve in 2023”
- 12:00 – 12:30 PM – Lunch
- 12:30 – 1:00 PM – Review 2023 Company Goals
- 1:30 – 2:30 PM – Projects and Objectives
- 2:30 – 4:30 PM – Q&A Session