Instead, there had been a succession of speeches that superficially stabbed at a few festered places, not nearly reaching the core.

The next year they met again. This time they noticed that extra curricular conferences were quite profitable. As one bakery owner explained it, “After the meeting I spent an hour with four other fellows. They have the same problems as I do. I got more help from that one hour than I did from the two-day meeting.”

The group soon realized that long-winded speeches were ineffective. One baker said, “Let’s get to the crux of things. Let’s solve some of our problems together. We can help each other.”
Another chimed in, “Yes, and while some of us confer on one problem, a second group can discuss another matter. We might have several sections, each working on a separate problem.”

Thus a workshop was born.  More on that soon…

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Then continue more slowly with “Think of the wonderful opportunity we have.” Pause.

“Think of the many customers we’re serving, the big job that’s being done.” Pause, lowering your voice still more. “Think of the many additional people we should be serving.” Pause. “Let’s resolve to get and to serve these many additional customers.”

Pause longer. “Let’s serve more people, while also helping ourselves. We can do it, we will do it. Good luck and good night.”

This type of climax won’t send them home shouting. But if preceded by a good meeting it can be quite dramatic and effective. It will send them home inspired to do a bigger job than ever.

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Use any system you like, as long as you use one. There are several methods of “blowing the whistle” on participants.  An electric device can be obtained from companies that rent public address systems. It consists of three small lights: white for all clear, orange for a two minute warning, and red for over-time. This gadget is attached to the rostrum, where it can be seen only by the speaker. It’s a most effective tool for upholding your schedule.

Some have a buzzer on them. When the red light comes on it starts buzzing. Thereafter, the speaker finds it almost impossible to continue because of the buzzing noise.

When booking a meeting room at a hotel you often find such a gadget available. Hotels tired of overtime meetings long ago. Thus, many hotels provide a timer as part of the p.a. system.  A less ingenious method involves a simple noisemaker, operated by someone seated in the first row. A cricket chirper is often used, although any squeaky toy will do. While amateurish, a noisemaker is none the less effective.

In the absence of a better system, the person responsible for timing stands in the rear of the room. When overtime, he waves his arms like a mad man or holds up a sign. It usually works, too. Before long he’s bound to be noticed! “I’ve done this a couple of times,” said a hardware executive. “You feel like a fool when you do it, but you certainly keep the meeting on schedule.” The smaller the meeting, the more effective you’ll find this to be. The greatest objection to it, however, is that most of us get “cold feet” at the last minute.

It is somewhat extreme! So the timekeeper is reluctant to go through with it and waits until the proceedings are several minutes behind schedule. Then it’s too late, and his wildest arm-waving cannot turn back the clock. The point is this: hand signals will work if they are used with the same precision as other timing devices.  Using signs showing “10 minutes” and “5 minutes” and “Time” can work also.

You can interrupt by stating something like: “So that we won’t get behind schedule, Mary, will you try to finish in the next couple of minutes?” This is distracting to the audience, but it’s better than letting Mary throw you twenty minutes late.

Use judgment, however. If Mary appears to be in the final steps, wait a minute or two. She should close on a high note – not on an interruption by the timekeeper. Risk a minute or so if she seems about to conclude. Then if she doesn’t stop you can stop her.

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- Look for the Best Meeting Room

- Arrange Conventional Meals

- Inspect the Room Yourself

- Decide on the Best Seating Arrangement

- Guard Against Alien Noises

- Anticipate All Physical Needs

- Request the Mic That Fits Your Needs

- Check Last Minute Details

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Sound engineering has made rapid strides in the last few years. But in the past there have been many instances when new ceilings had to be installed in new buildings. Why? The acoustics were poor.

Acoustics cannot be checked in the absence of an audience. The bodies of the people attending will alter the travel and effect of sound. To do this you will need to Visit the room while a meeting is in progress. If this isn’t practical, contact someone who booked a recent meeting there. If acoustics were bad, he will still be complaining about it!

You will also need to protect yourself from outside noise.  Few rooms are soundproof. Inquire about activities to take place nearby. Will barbershop quartets or rock bands turn up in the next room? Will an orchestra rehearse across the hall? Is noisy remodeling scheduled?

How about noises from the outside? Is the street only a few stories below? Is it heavily traveled? Will there be open windows on warm days, or air conditioning?

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Physical arrangements are a “snap” for those who can use the same room all the time. But when a different room will be used, you must be sure to inspect it. Even if it’s in the next county, inspect it.

See it before publicizing the meeting because after inspecting the room you may want to change rooms.

Perhaps you’ve used the room before. If you haven’t seen it in the past year, inspect it anyway.

This especially applies to hotel rooms, which are remodeled continually. The Sierra Room may be half the size this year, or it may be three times as large.

Names are changed, too. This year’s Sierra Room may be what you remember as the Keystone Room.

“I learned my lesson the hard way,” said a Las Vegas business man. “They had remodeled an adjacent room for a dance studio. Had I inspected the facilities, I would have known that their music would interfere with our sales meeting.”

The moral here is don’t take anything for granted.

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The ceiling should be high enough that visuals can be seen by all in attendance. If a chandelier is in the way, perhaps it can be removed. Simply ask and see.

Low ceilings are also to be avoided since they tend to depress an audience. “I feel boxed in,” is the way one person expressed it. “It’s not so bad at first, but it gets ‘old’ real quick! As the day progresses you get a worried feeling. There’s no relief until you leave the room. It’s as bad as being on a crowded elevator.”

Use a room that has entrances and exits in the rear so that late arrivals and early departures will be less distracting.

Naturally, the room should be large enough. But it should also be small enough—small enough that it’s comfortably filled. Vacant space and empty chairs are deadly.

Screens can be used to reduce the meeting area. It’s better, though, to select a room of the right size in the first place. “I’d rather have a few people standing than a lot of empty chairs’ said an advertising account executive. “It leaves the impression the meeting is so important that everyone wants to get in on it.”

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It is usually best to Plan conventional meals and avoid exotic dishes for a sales meeting. This way you’ll please nearly everybody. Never cater to the gourmets. Strive to satisfy Mr. Average Salesperson. “The last time we had a ‘blow¬out’ we arranged for Cornish game-hens,” said a Newark man. “We later learned that most wanted steaks even though the steaks were less expensive. And even though they’d been eating steaks at nearly every meal.” So give them what they want, not what they should want.
 
Is your meeting on Friday? If so, some will want fish. How about ham—anyone object?
You must pay for the number of plates guaranteed or the number of plates served—whichever is greater. This is standard procedure. Experience has shown that a few people miss organized meals. There’s always someone who can’t kick himself out of bed in time for breakfast. Another can’t tear himself loose from the bar at noon.

Two more excuse themselves before dinner so they can “do the town.” One gets sick. Still another is called home by an emergency. Why guarantee that everyone will show for every meal? Reduce the guarantee figure by 8 or 10 percent. You’ll save money. You won’t have to pay for food that “goes begging.”  If everyone does happen to show, there’s no harm done. The hotel will be prepared to serve 10 percent more than the number guaranteed. This also is standard procedure.

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“I represent a group of fashion exhibitors” said a New York man. “We do shows all over the country. The competition for the best ballrooms is so great that I’ve booked five years ahead in several cities. It’s the only way I can be sure of getting the hotel I want.”

You may need help in finding a desirable downtown meeting place. Contact the Chamber of Commerce, their staff will know of many suitable rooms.

A United States Chamber of Commerce official reports, “Most Chambers keep a roster of available meeting rooms. In addition to the location of each room, the local Chamber can tell you the capacity, the cost and the name of the person to contact. You can obtain this information whether your company belongs to the local Chamber or not.”
Gratis rooms can be booked in some cities.

In addition to the Chamber, check the public library, Y.M.C.A., Y.W.C.A., public utility auditoriums, and public school facilities, where a clean-up fee is often the only change. Another means of getting a free meeting room is to schedule a meal. Most hotels charge only for food-breakfast, lunch or dinner. Nothing is actually free. In paying for the food, you also pay for the room.

This hidden cost is usually quite reasonable, however. It’s most economical when food activities include a meal other than dinner. The trend is to charge heavily for dinner. “They’ll really soak you for an evening meal,” said a vending-machine operator. “Ask whether a less expensive meal is available. Usually they push the higher priced meal, but most hotels will serve a substantial lunch for a buck or two less.”

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