In-person meetings are critical opportunities for businesses and organizations to engage with their audience, deliver value, and foster meaningful relationships. A well-organized event can leave a lasting impression on attendees and help meet specific business goals. Here are eight essential “DO’s” to keep in mind when planning an in-person meeting.

1. Fine tune the logistics

It is crucial to select the right date and location of an event in order to maximize attendance and engagement. Avoid scheduling during major holidays or peak vacation times, and check the local calendar for public holidays and competing events. Additionally, make sure your venue is accessible, close to public transportation for last-mile travel, and suited to your audience size, providing a comfortable, engaging atmosphere. The space should be neither too large nor too small, creating the right balance for interaction and participation.

We at MAI provide one such elegant, versatile space with multiple size options, all in the close vicinity of multiple public transports and offering paid parking spots.

2. Deliver Real Value to Attendees 

Your attendees are investing time and resources to attend your meeting, so delivering worthwhile value is essential. Whether through speakers, exhibitors, or hands-on activities, ensure that the content is innovative, relevant, and offers real takeaways. This can be achieved through engaging workshops, thought-provoking sessions, and offering networking opportunities with industry experts. A focus on knowledge-sharing and creativity in the event’s structure ensures that attendees leave feeling enriched.

3. Manage Time and Energy Effectively

Time and energy management is key to a successful event. For instance, plan reasonable breaks between sessions to allow attendees to recharge, network, and absorb information. Effective breaks are essential for maintaining energy levels throughout the day. And when energy seems low in the audience, suggest a 3 minute energizer, breaking off the drowsiness with fun.

Find our list of approved energizers here.

4. Align the Event with Your Values and Mission

The values of your organization should be reflected in the actions and experiences at your event. If sustainability is part of your mission, consider using reusable cutlery & plates, sustainable catering, reusable name tags, and other environmentally friendly options. These small details demonstrate commitment to your values and can leave a lasting impression on attendees. Consistency between what you stand for and how you operate can create a deeper connection with your audience.

5. Engage Attendees with Hands-On Activities

One of the best ways to increase engagement at in-person meetings is through hands-on activities and interactive demonstrations. Instead of one-way lectures, design workshops where attendees can actively participate. Interactive elements such as live polling or gamified activities, like using Kahoot to test knowledge, can break up monotony and foster learning. Allowing participants to engage with the content directly makes it more memorable and practical for real-world application.

Stay tuned for more audience engagement ideas in our future “Audience Engagement Tips N Tricks” article.

6. Plan for Networking and Interactions

Networking is often a primary reason people attend in-person meetings. Plan designated spaces like networking lounges or coffee corners where attendees can meet and converse informally. Do not shy away from incorporating sessions that foster professional connections beyond the usual breaks and ceremonies/receptions, such as structured meet-and-greet opportunities with industry experts. Furthermore, consider encouraging attendees to leave their emails, sign up for memberships, or join communities to extend the relationship beyond the event.

7. Select and Brief Your Representatives Well

Ensure that your event representatives—whether from your own team or exhibitors—are carefully selected and well-briefed on their objectives. Their role might be to gather leads, answer questions, or promote your offerings, so they should be informed, approachable, and equipped with clear goals. Representatives should also have a deep understanding of the event’s purpose and how their engagement can further that purpose. The more prepared they are, the better they can drive results.

8. Create Multiple Touchpoints

In-person meetings are ideal for creating physical touchpoints, like printed materials or hands-on product demonstrations, which attendees can explore. Complement these with digital touchpoints such as interactive screens, event-specific landing pages, or quick links to subscriptions and downloadable resources. Offering a blend of physical and digital engagement gives attendees more ways to interact with your brand or product.

Bonus: In order to make sure that this information helps you, check out our “Small Guide to Planning the RIGHT Event”