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HOW TO PLAN A
MEETING
Each meeting is
different, as
well, if it isn't
the first time
you organize it
you have to plan
every
thing with great
attention.
Here you find
some practical
advice for a
successfull
meetings!
Escorts:
think about a
tour in the
city, at the
closed monuments,
at a program for
spare time and
shopping
Equippment:
verify carefully
the equippment
you need in your
meeting
Buffet
Breakfast:
with a maximum
of 20 people you
may organize a
fast breakfast;
with 50 people
you have to
consider 40 – 50
minutes.
Dinner or
Lunch:
it is ideal to
allow your guest
to speak to each
other. So you
promote a moment
of socialization/work
Coffee
Break:
essential to
have a break and
allow the
present people
to go out (to
smoke a
sigarette, go to
the toilette,
ecc.). You have
to remember that
the attention
and
concentration
collapses after
about 45 minutes
and may recover
after a break of
10 minutes, best
after a sugar
administration (cakes
or fruit juice)
Guest and
rooming list:
Decide with care
who to invite in
order to value
the number and
kind of rooms
you need
(singleroom,
doubleroom, DUS).
Prepare a list
of all your
guests writing
near each of
them the kind of
room they need.
Report at the
managment any
Vip Rooms, we do
our possible to
give a good
hospitality at
your most
important guest.
If you have any
foreign guest,
remember to put
Mrs or Ms before
their firstname.
TIMES:
It is preferable
to anticipate,
on your program,
of a half an
hour the
beginnig of the
meeting,as the
times are never
respected.
AFTES-SESSION:
If in your
meeting you
foresee the
final
elaboration of
individual or
group works, ask
to prepare some
panel for this
purpose.
RECEPTION
DESK:
It's often
usefull to
prepare outside
the meeting room
a reception desk
in order to give
a) before the
meeting: a
pratical and if
only little
encumbering
packaging where
someone may take
notes; b) at the
end of the
meeting:
advertising
material.
LADIES
PROGRAM:
foresee group of
maximum 15
people and
different
programm/tour or
give the
opportunity to
people who know
the city to
discover
something new.
Pay attention to
means of
transport and
trip that may
become a problem
because of
little
unconfortable
clothes.
SERVICE
AT TABLE:
consider about
45 minutes for
russian service
( dishes already
preserved). For
a gala dinner at
least 20 minutes
for each course.
A buffef from 50
people about 45
minutes.
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VERSIONE
ITALIANA 
