1. 1
Meeting Architecture Process
Documents
Maarten Vanneste

2. DOC: CHECKLIST HISTORIC DATA
Pre invite communication Give-away, Room gifts Evaluation results
Invitation Theme, logo, ... Budget
Conference package Video (opening, etc.) Website
Syllabus PowerPoint template Discuss, prepare the upcoming
meeting
Program Pictures, video, drawings, Post meeting education or
Follow up
Handouts Text report Other…

3. 3
DOC: CREATE THE MEETING OBJECTIVE TEAM
MEETING OBJECTIVE
TEAM
name Role and responsibilities Time available
The meeting-owner:
Management:
Subject Matter expert:
Corporate:
Communication dept.
Association:
Educational
development
Project Manager /
meeting planner:
Procurement:
Producer, facilitator,
moderator, …:
The Participants:
The Meeting Architect:

4. Meet your participant...
DOC: PARTICIPANT ANALYSIS BLANK
Type
Who are they? Give
them a title or
category name.
Participant category 1 Participant category 2 Participant category 3 Participant category 4
Number
How many of them?
Value creation
How does this
participant group
create value?
How does the
meeting provide
value for these
participants?
How much value can
be created?
Position, Importance
Where does this
group rank in value
generation?
And why?
Which group has the
most impact in the
market?
In pay to attend, Who
do we really want to
have as participants?

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DOC: THE MEETING OBJECTIVE MATRIX III
Participant category
IMPACT, metrics,
How much and by
when?
‘do’ objectives
(Action, Application)
Learning
objectives
Networking
objectives
Motivation
objectives

6. DOC: THE MEETING DESIGN TEAM
Name Role / Task Available Time
Previous participants:
Official Host:
Producer / creative director:
Designer:
Facilitator, moderator, MC:
Meeting support manager /
chief technician / AV prof.:
Speaker manager:
Online / hybrid specialist:
Social media professional:

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DOC: THE MEETING DESIGN MATRIX
Target: (participant group, stakeholder)
Objective:
Before During After
C Concept
H Human
A ART
T Technical
TY TechnologY

8. DOC: THE MEETING IDENTITY LIST
MEETING IDENTITY LIST
Theme
Visual
Picture
Slogan
LOGO
Color
Song
Speakers
Other

9. 9
DOC: HYBRID MEETING MATRIX
This is the
framework to
discuss formats,
techniques,
channels, cost, ...
Sound Sound and
Presentation
Video +
Presentation
Video +
Presentation +
Remote texting
Video + Presentation +
Remote interactivity
Remote
participants
- groups (Pods)
- individuals
- both
Remote
Presentations /
remote speakers
Synchronous
or serial
(think Time zones)
Live, later
(recorded)
or both
Open
or moderated
interaction
One way
or two way
Paying or free
Open or secret
One year or longer
Save (less
traveling)
or increase revenue
(add participants)

10. DOC: LIST OF SUPPLIERS
Partners, suppliers, freelance, etc., …
Facilitation, speakers, actors, etc.
AV, meeting support, …
Technology
Other

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12. With thanks to the entire team of volunteers in
We thank our sponsors:
NEXT STEPS
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Published by the Meeting Support Institute
info@meetingsupport.org
phone: +321 444 88 31