Meetings can take place anywhere…a restaurant, coffee shop or a stuffy hotel conference room.  Regardless of the nature of your meeting in KC, the most important thing is to create a cohesive, inviting experience that your prospects will remember.

Whether you’re a team of one or twenty, these tips on creating the flawless meeting space are high-impact, yet easy to implement with Kansas City Conference Center as your go-to meeting place.

1. The location should be welcoming

Leave the boring ballrooms and stuffy hotel meeting rooms behind.  Kansas City Conference Center has nine artfully appointed spaces to accommodate meetings of many sizes with a wide range of custom features.

Every meeting space you use should be inviting, warm and well equipped. Is the temperature too chilly? Is there water and snacks? A phone charger? Pens and paper?  Attendees are sometimes jumbled and in need of something. Take this opportunity to meet their needs, whether that’s a bottle of water or a notebook when they forget theirs.

Kansas City Conference Center takes care of these details for you offering a number of amenities such as food and drink options, TV’s, projection, A/V, full kitchen and receptionist.

2. Infuse Your Brand Personality

Most meeting rooms are not known for their personality and comfort. Many conference rooms are plain and hotel suites can be awkward. You have worked too hard establishing your brand’s identity to have it brought down by boring and uncomfortable meeting spaces.

Teams of all sizes can infuse brand personality into meeting spaces, from providing simple signage in the hallway to point them in the right direction, having branded pens and notebooks on hand, or even just displaying your logo on the television screens.

Consider every touch point as an opportunity to create a brand experience that makes everyone feel welcome.

3. Don’t Let Technology Slow You Down

No matter where you choose to hold your meeting you must be able to effectively combat any technological letdowns.

This first starts in understanding the specs of the space (i.e. What kind of cords will you need? Do they provide WiFi?) so there are no surprises the day of the event.  Luckily, Kansas City Conference Center is equipped with everything you need to make your meeting run a smoothly and efficiently as possible.

4. Don’t Forget to Say Hello

Have you ever walked into an event or meeting space and had no one greet you? You’re just standing there awkwardly waiting for someone to shake your hand and invite you into the space.

Entering the meeting space is the very first impression someone has with your brand. Greet your guests promptly, offer them something to drink, and ask if they need a charger or the WiFi password.

How you greet your guests sets the tone for the entire meeting. Take this time to check in with your attendees and solve any immediate problems. This will set you up for a great rest of your meeting.

5. Finish Strong

Spend the last few minutes of a meeting summarizing what was discussed. Having a question/answer agenda topic for the end of the meeting also helps to facilitate discussion for any loose ends that need to be tied up.

Additionally, make sure you’re prepared to document all notes from the meeting. While you’re at it, set a reminder to follow-up with your guests after the meeting to thank them and ask for feedback.

Planning a meeting can be a stressful and intimidating process.  Take some of that planning off your plate by contacting the Kansas City Conference Center.  We are the premier location to hold those important conversations – board meetings, seminars, art exhibits, classes, charity events and more.

Our unique, professional meeting space in downtown Kansas City – close to many businesses, the courthouses and convenient access to the highway – has comfortable vibes with ample meeting rooms and amenities, creating a productive work environment for any team.