The First Steps to Planning a Meeting: Start with the 3 P’s
Planning a meeting can feel like assembling IKEA furniture without instructions—overwhelming, full of surprises, and occasionally requiring a team effort.
But before you panic-Google "meeting planning hacks," let’s break it down into three simple steps: Purpose, Preparation, and Participation.
According to Equinox Resort’s event expert Jill Vallo, these three P’s are the foundation of any successful event.
Meeting Planning 101
1. Purpose: What’s Your Endgame?
Before choosing the perfect venue, the first question is, Why are we hosting this meeting?
Defining a clear objective will shape every decision that follows.
Whether it’s a leadership retreat, a team-building session, or a high-stakes negotiation, knowing your goal ensures that every element—from the agenda to the seating arrangement—aligns with the bigger picture.
2. Participation: Who’s in the Room?
Meetings aren’t just about presentations and PowerPoints; they’re about people.
Identifying key participants and their roles can make or break engagement.
Ask yourself:
- Who needs to be there, and who can join virtually?
- How will each attendee contribute?
- What activities or breakout sessions will keep them engaged?
Assigning clear roles keeps the meeting structured and ensures no one is just there for the free coffee.
3. Preparation: Plan Like a Pro
A well-planned meeting runs smoothly, while a poorly planned one runs... late.
Jill emphasizes the importance of creating a clear agenda and setting a realistic budget upfront. Every successful meeting requires:
- A structured schedule (with built-in breaks!)
- A budget that accounts for the venue, catering, and A/V needs
- A contingency plan (because tech glitches and last-minute changes happen)
Why Flexibility Is Your Secret Budget-Saving Weapon
Did you know that shifting your meeting dates by just a few weeks could save you thousands?
Many hotels operate on peak and off-peak pricing, and being flexible can score you discounted rates, better perks, and prime meeting spaces.
“Having some flexibility increases your negotiation power,” says Vallo. “If you book during a hotel’s slower period, you can often secure better amenities—think upgraded dining options, premium meeting spaces, and VIP treatment.”
It also benefits the venue. Hotels can optimize their staffing and resources during slower times, ensuring flawless catering, A/V support, and meeting setups. In short, being flexible isn’t just a money-saver—it’s a game-changer.
How Equinox Resort Makes Meeting Planning Effortless
For first-time planners (or seasoned pros looking for extra support), Equinox Resort takes the guesswork out of the process.
Every group is paired with a dedicated event planner who assists from start to finish.
This includes:
- Personalized support: From budget creation to menu planning, you’ll have one point of contact guiding the entire process.
- On-site visits: Get familiar with the venue beforehand so you can visualize the flow of your event.
- Local experiences: Whether it’s a Land Rover off-road experience, a fly-fishing session with Orvis, or a murder mystery dinner by United EVENTures, Equinox connects groups with unique activities to enhance their stay.
Equinox also prioritizes post-event feedback. “We want you to come back,” Vallo explains. “We take every opportunity to make sure your experience is seamless from start to finish.”
The Final Word: Stress Less, Plan Smarter
Whether you’re planning your first meeting or your fiftieth, the secret to success is simple: define your purpose, plan ahead, and stay flexible. With the right approach—and the right venue—you’ll create a meeting experience that’s as seamless as it is unforgettable.
