The Flagstaff Convention and Visitors Bureau is tasked with marketing Flagstaff as a four season destination and increasing visitation numbers and lengths of stay. The Meetings and Events department focuses on increasing the number of meetings held in Flagstaff and assists in creating the best experience possible for attendees. When planning your meeting or event in Flagstaff, you can reach out to the CVB for assistance. Some of the assistance we provide includes service referrals for transportation companies, event entertainment, advice for planning a successful meeting, customized tours that showcase what Flagstaff has to offer based on the group’s needs, providing materials including visitor guides and sending out leads on your behalf to help you find the best location for your meeting.
Here are a few tips for planning a successful meeting:
- Stay Positive – Keep the meeting positive and ask for attendee feedback. Encourage the group to share their opinions. People are more likely to stay engaged and participate in a positive environment.
- Create an Effective Agenda – Make sure that your agenda allows you to accomplish the goal of the meeting. Plan for breaks during the meeting and let your attendees know when they are scheduled and if they include beverages or snacks. Try to plan some breaks that include exercise. It is becoming more common in meetings to take a break and get the group to stand up and stretch or do an activity to keep them engaged and alert.
- Audio Visual – For slideshows try to avoid slides that have lots of small print and information. Use the slide show more to highlight key points and show examples of what you are discussing. When showing videos, keep them current. Avoid showing videos that are outdated; your participants may pay more attention to the dated clothing and hairstyles than the actual message of the video.
- Make it Fun! – Have you ever attended a meeting and felt that the attention wasn’t on the speaker? It is important to engage with your participants and keep them interacting. Here are a few examples:
- Brainstorming Groups: Set up room with round tables and take breaks in the presentation for brainstorming. Ask the groups to get creative and present their ideas.
- Prizes: This may sound funny, but people get excited when they get rewarded for their responses. This can help drive better participation and make the meeting more fun.
- Puzzles: Having puzzles and other items on the tables for attendees can help start the creative thought process. You can have a variety set out on the tables for the entire meeting or use them as a group activity break.
For additional information or for assistance with planning your next meeting in Flagstaff please contact Jessica Young, sales and marketing manager: meetings & events for the Flagstaff Convention and Visitors Bureau ay 928-213-2920 or visit our website www.meetinflagstaff.org. FBN
