Untitled - Harmony Foundation of Canada

Running Your Event
Step 1: Preparation and Setup
When hosting a meeting, certain preparations should be kept in mind to ensure the meeting
runs smoothly.
Arrive 15 Minutes Early. As the facilitator, you should arrive at least 15 minutes earlier
than the meeting start time.
Room Setup. Adjust tables and chairs so that all participants will be able to view the
presentation and interact with each other. Check if the room has adjustable lighting to
cater to the presentation and discussion portions of the session. If you are using a
projector and screen for showing the presentation, check that all equipment is in
working order. You should also write the agenda (including the title of the meeting,
items on the agenda, and the time schedule) on the blackboard or whiteboard. This will
allow participants to quickly understand the context of the session and be better
prepared for the meeting.
Start On Time. It is important that you start your event on time. This shows respect to
your audience members who made an effort to attend. Starting on time also allows you
to follow your agenda items more effectively. If your meeting begins late important
elements of the evening may be shortchanged.