How to organise a Face-to-Face Meeting: An easy guide

How to organise a Face-to-Face Meeting An easy guide https://www.pro-wild.eu Table of Contents Introduction Pre-Meeting Preparation Conducting the Meeting Post-Meeting Follow-up Basic Facilitation Skills for Effective Meetings Last But Not Least... 3 4 7 10 11 14 I’ve learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel when they met you. (Maya Angelou) 2 Introduction Welcome to your Guide for Engaging Stakeholders Faceto-Face Meetings! The main purpose of this guide is simple: to help you effectively organise face-to-face meetings with your key stakeholders. We know that for many researchers, entering the world of event logistics can feel somewhat daunting. You are an expert in your field, not necessarily in venue booking or catering menus! This guide aims to bridge that knowledge gap, providing you with the practical steps and insights you need. 1 Why focus on face-to-face meetings? Because, despite all our digital tools, there's still immense power in human connection. Sitting across a table, sharing a coffee and discussing ideas face-to-face can build trust, foster deeper understanding and spark collaborations in ways that virtual interactions often can't. These meetings are crucial for meaningful engagement. Don’t forget to consult the PRO-WILD project Stakeholders Engagement Strategy for more insights about your stakeholders. For any other questions or assistance, please contact the HCC team ([email protected]). So, let's get started on making your next face-to-face meeting impactful and smooth. 3 Pre-Meeting Preparation Defining Objectives: Your Meeting's North Star Every successful meeting starts with a clear purpose. Before you send out a single invite, ask yourself: What do you want to achieve with this gathering? ● Information-sharing: Are you primarily there to deliver updates, present research findings or share project progress? ● Decision-making: Do you need to reach a consensus, get approval on a specific plan or make a collective choice? ● Relationship-building: Is the main goal to foster trust, strengthen connections or create a more collaborative environment among stakeholders? 2 Identifying Your Audience: Who Needs to Be There? Once your objective is clear, it's time to pinpoint who your key stakeholders are for this particular meeting. Think about the different groups your project interacts with: ● Are you bringing together breeders and farmers to discuss new techniques for cultivating the CWR? ● Do you need input from policymakers to shape future regulations? ● Are seed buyers and vendors crucial for implementing solutions? ● Perhaps it's a mix of researchers, advisors, and local community leaders. Understanding your audience's background, priorities and preferred engagement style will help you tailor the entire meeting experience. 4 Logistics Planning: Making It Happen Smoothly Now for the practical steps that turn your vision into reality. Good logistics are the backbone of a stress-free meeting. ● Choosing a suitable venue: Accessibility: Is it easy for everyone to get to, especially those travelling from afar or with specific needs? Comfort: Is there enough space, good lighting, and a comfortable atmosphere for productive discussions? Neutrality: Does the venue feel welcoming and impartial to all participants? Sometimes, a neutral location can encourage more open dialogue. ● Scheduling: Find a date and time that works best for your key participants (their lifestyle is very important!). Be mindful of peak seasons, holidays or other major events that might conflict. Early planning helps here! ● Budgeting: Get a clear picture of your costs. This may include venue rental, catering (such as coffee breaks and lunch), materials (printing and stationery) and potentially travel reimbursements for some attendees. 2 “You never get a second chance to make a first impression.” – Michael Reed 5 Sending Invitations: Getting Them in the Door Your invitation is the first impression of your meeting. Make it count! ● Crafting clear, engaging invitations: Whether by email, phone call, or formal letter, your invitation should clearly state the meeting's purpose, what attendees can expect, and why their presence is important. Be concise but informative. ● Setting RSVP deadlines and tracking attendance: Include a clear date by which attendees should confirm their presence. This is crucial for managing catering, materials and seating arrangements. Keep a running tally of who's confirmed. It’s a good idea to confirm participation by phone, at least for the key participants. 2 Agenda Development: Structuring for Success The agenda is your meeting's roadmap. A well-designed agenda keeps everyone on track and ensures all objectives are met. ● Structuring a balanced meeting flow: Think about an engaging sequence – maybe start with an introduction and objective review, move into key discussions, incorporate interactive parts like group work or Q&A and finish with next steps. ● Allocating sufficient time for networking and informal conversations: Don't underestimate the power of coffee breaks and lunch! These informal moments are often where the best connections are made and trust is truly built. Plan for them, rather than letting them happen by chance. 6 Creating a Welcoming Atmosphere: Setting the Tone The moment your attendees walk through the door, you're setting the stage. A warm and inviting atmosphere can make all the difference in fostering open dialogue. ● Greet attendees personally and introduce key people: A friendly face and a direct welcome make everyone feel valued. Ensure key team members are introduced so stakeholders know who's who. Don’t forget: participants need to sign the attendance list/other documents. ● Use icebreakers to foster interaction: A short, engaging icebreaker can quickly break down initial barriers, get people talking, and create a more relaxed environment for the discussions to follow. Keep it relevant and brief! Some examples of easy icebreakers for adults can be found here. 3 “Fostering connection is about investing time into understanding one another.” – Isaac Palmer 7 Conducting the meeting Facilitating Discussions: Guiding the Conversation Your role as a facilitator is to ensure that discussions are productive, inclusive, and stay on track towards your objectives. ● Active listening and inclusive moderation: Pay close attention to what's being said, not just to respond, but to truly understand. Encourage everyone to contribute, ensuring no single voice dominates and quieter participants feel comfortable speaking up. ● Adapting to different communication styles of stakeholders: Some stakeholders are direct, others prefer a more nuanced approach. Be flexible in your moderation, ensuring everyone can express their views effectively. 3 Ensuring Engagement: Keeping Everyone Involved An engaged audience is an active audience. You want participants to feel invested in the conversation and the outcomes. ● Encouraging participation with open questions: Move beyond "yes/no" questions. Use open-ended questions that invite deeper thought, varied perspectives and stimulate discussion. For example, "What challenges have you encountered with X?" or "How might this solution impact your daily operations?" ● Using storytelling and real-world examples: Abstract concepts can be hard to grasp. Illustrate your points with relatable stories or practical examples that resonate with your audience's experiences. This makes the information more memorable and encourages active discussion. 8 Tips & Tricks Use a visual timer: A simple, visible countdown can keep everyone focused on the time remaining for each topic. Gently redirect the conversation: If the discussion gets off-topic, politely guide it back to the agenda. Use a "parking lot": Create a space (like a whiteboard) for valuable but nonurgent ideas to be discussed later. Assign clear actions: Before moving to the next topic, confirm what was decided and who is responsible for the next steps. Managing Time Effectively: Keeping on Track Time management is key to a successful meeting that respects everyone's schedule. Sticking to the agenda while allowing flexibility for valuable discussions. The agenda is your guide, not a rigid prison. Be prepared to gently steer conversations back on topic, but also recognise when a tangent is genuinely productive and warrants a little extra time. Balance efficiency with depth. 3 9 16 How to organise a Face-to-Face Meeting An easy guide https://www.pro-wild.eu The PRO-WILD project protects and promotes wild relatives of wheat, sugar beet, and oilseed rape, harnessing their valuable traits to improve nutritional quality and resilience to biotic and abiotic stresses. The project involves 19 partners from 11 countries and is co-funded by the EU, UK and Switzerland. https://www.pro-wild.eu Authors: Elena Ion ([email protected]) Alina Alexa ([email protected]) Brașov, Romania, 2025. Design and pictures: Canva.com