Board Meetings

Riddle me this, dear reader: what type of board has nine heads and fights? Solution: a board meeting! Pitiable jokes aside, a board meeting can be a necessary evil or an enviable virtue. Properly planning a board meeting has drastic ramifications on its success and the ensuing effect on corporate growth. Event managers, proceed with caution.

When members of a Board of Directors meet together to bat around corporate agenda, they create a board meeting. Board meetings focus on strategic goals and company vision more than detailed logistics and should be designed with big ideas in mind. Without these sessions, a company can soon become distracted, demoralized or

lost within the corporate bureaucracy.

Due to the esteemed status of the attendees, a board meeting should be planned some time in advance (12-24 months). Develop a theme for the convention; it is not related to d├ęcor or festivity, but to what type of decisions will be made.

The venue should reflect the prestigious nature of the occasion, set in an area evoking professionalism and imagination. Number of tables and chairs depends on the mood of the meeting and number of attendees. A U-shaped table is appropriate for assemblies with fewer than 40 people; a round table is suitable for smaller group; a square or rectangular table is apposite for other needs.

Because many board members will be traveling, select a hotel, club or resort for the VIPs to reside. Hire a shuttle or cab service to transport the members from the venue to the accommodations.

Many board meetings are required to be held publicly. However, many such meetings attract little or no popular attention. If this meeting is expected to be swamped by the masses, prepare by using crowd control, abundant seating and a registration desk for agenda information and facility navigation.

No board meeting is complete without dainty refreshments. While a Big Mac is far too plebian to be appropriate, fine wines, chilled deserts or salads are quite suitable for the debating bourgeoisie.

All board meeting conversation must be recorded by a secretary. The secretary must be trained, competent and on-time. If the secretary is without his or her own recording materials, equipment should be provided.

Most importantly, follow up! Grandiose ideas are commonplace at board meetings, and can be easily snowed under by the return to daily routine. Do not allow board members to become bored and dismiss their dreams.