How to Organise a Successful Meeting

How to Organise a Successful Meeting

By Helen Graham, Property & Conference Coordinator

Planning a productive meeting is essential for any small business owner. Whether it’s a team huddle, a client presentation, or a strategy session, the right environment and planning are key to ensuring a successful meeting. Here are our top tips to make your meetings engaging and efficient, along with how our team and conference facilities at Ards Business Hub can support you:


  1. Set Clear Objectives Before the meeting, define what you want to achieve. Clear objectives guide the agenda, keep discussions on track, and ensure everyone knows the meeting’s purpose. Share these objectives with attendees in advance so they come prepared.

How We Can Help: Our meeting rooms are equipped with presentation tools and audio-visual equipment to help you communicate your objectives clearly and effectively.


  1. Choose the Right Venue The venue sets the tone for your meeting. A professional, comfortable, and well-equipped space can enhance focus and participation.

How We Can Help: Our conference facilities in Newtownards offer modern, spacious rooms with flexible seating arrangements to suit any meeting type. From our Meeting Room to our Training & Seminar Room, we have the perfect venue for your needs.


  1. Plan the Agenda A well-structured agenda is the backbone of a successful meeting. Include time slots for each topic, allocate time for discussion, and stick to the schedule.

How We Can Help: We provide customisable room setups and time management tools to help you stay on track and make the most of your meeting time.


  1. Ensure Technical Support Nothing de-rails a meeting faster than technical difficulties. Ensure all equipment is working and have a backup plan in case of issues.

How We Can Help: Our facilities include state-of-the-art technology to  ensure your meeting runs smoothly. We have a selection of equipment on hand if needed. Just let us know and we will ensure the room has all that you need.


  1. Provide Refreshments Keeping participants refreshed can improve focus and productivity. Offer coffee, tea, water, and light snacks.

How We Can Help: We can facilitate any catering request you may have for your meeting. From scones with jam and butter for morning meetings to full hot and cold lunch platters, we are happy to work with you on your catering requirements to keep your team energised and ready to contribute.


  1. Foster Engagement Encourage participation from all attendees. Use interactive elements like Q&A sessions, brainstorming activities, or breakout groups.

How We Can Help: Our versatile spaces and breakout rooms are perfect for facilitating interactive sessions and small group discussions, fostering collaboration and engagement. Do you have guests who cannot attend in person? We have video conferencing equipment available; no one has to miss out!


  1. Follow Up After the meeting, send a summary of key points, decisions, and action items. This reinforces what was discussed and ensures everyone is on the same page moving forward.

How We Can Help: Our staff can assist with administrative support, so you can focus on your business goals.



By following these tips, you can ensure your meeting is both productive and effective. At Ards Business Hub, we provide the perfect environment and support to help you ensure a successful meeting. Contact us today to book your next meeting and experience the difference a professional venue can make!

View our meeting spaces here.

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