EC Planning Meeting (Off-Site or Zoom)

Schedule: October

Location: Offsite (Hotel banquet room) and/or Zoom.

AM Session: EC only

Time: 8:00 AM-12:00 PM

Agenda: Major issues, strategy, etc.

PM Session: EC + Shared Services

Time: 12:00 PM – 5:00 PM

Agenda: Content from AM session + major issues, finalizing goals for next year.  Need to give out goals shortly after this meeting to divs/depts to prep for Nov meeting.

Meeting room set-up: U-Shape

Schedule the meeting for a Tues & Wed so that staff can travel home Thurs rather than Fri, in order to avoid weekend travel.

2-3 MONTHS BEFORE:

• Review the calendars for all EC members. Discuss open dates with Paula.
• Email Kevin available dates. He will inform which day to have the meeting and how the meeting with be held (offsite or zoom).
• Ask Kevin if Chris, Dave or Kevin McHugh (kevin@jkevinmchugh.com), should be invited.
• Add Calendar placeholders on everyone’s calendar, indicating more information will come soon.

If the meeting is via Zoom:

• Add Zoom links to each calendar invite.
• Add Agenda to invite, when completed by Kevin.

If the meeting is off-site:

• 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 room reservations.
• When sending the calendar invite, ask those who will be traveling to indicate the date range for their room reservations on the sharepoint room list you create. Add 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. Order vegetarian options as needed.
  • Drinks “on consumption” all day for the meeting.
  • See various room diagrams. Tables are typically an open U shape.

3-4 WEEKS BEFORE:

• Reserve hotel rooms.
• If Kevin McHugh is attending, email him and ask if he will be sending out a questionnaire. If so, email him the list of those attending (names and email addresses).
  • Inform the hotel that we will have 1 VIP, Kevin McHugh, and add any of his charges to the master event account.
• Work with Kevin to create the agenda.
• Send the EC members a list of things they will need to prepare before the meeting.  EC should prepare:
  • The year’s goals- How did we do?
  • What are the 3 to 5 items/issues you want us to address in the next year?
  • Anything else you want to share.
• 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 you will choose from.

1-2 WEEKS BEFORE:

• Reconfirm dinner reservations.
• Put packets together for all attendees. Include: the agenda, 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 so you can print.
• 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 venue 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 meeting and take notes.
• Have a computer ready for any presentations.

1 Week AFTER:

• Prepare notes and send them to Kevin for review and approval.
• Send all attendees presentations and notes.

SAMPLE AGENDA:

Date

20xx Executive Planning Meeting

• 8:30 – 9:00 AM          Breakfast
• 9:00 – 10:30 AMReview 20xx Recap
  • Rate how we did on the 3-5 things to address in 20xx as green, yellow, or red
  • Discuss the top 3-5 things we did well in 20xx
  • Review the list of company “wins” for 20xx
• 10:30 – 12:00 PMPrepare for 20xx
  • Set 3 goals for 20xx
  • Discuss 3-5 things we need to address or improve in 20xx
• 12:00 – 1:00 PM Lunch
• 1:00 – 5:00 PM PM Session with VPs
  • Shared services/division support;
    • what’s working well (3-5 things) & what needs improving (3-5 things.
  • Discuss 2024 goals.
  • Discuss initative and projects.
  • Discuss topics for EC/Dept/Div Planning Meeting.

INFORMATION FOR CALENDAR INVITE:

If you need a room reservation, please add your reservation dates to the documents below. Also please indicate if you will be attending the sales dinner afterwards.

[insert hotel room reservation document link]

The meeting will be held at: