Organizing a meeting requires a lot of meticulous planning and phone calls on your part.

Apart from already mentioned steps that you need to take (Read: Free Tips and Checklist for Planning a Successful Meeting ), you will need to consider the health and safety issues as well. Here are a few points to remember:

The Venue

Before deciding on the venue, check if it is compliable with up to date safety standards.

  • It is safe in case of fire.
  • It is safe in case of a natural disaster.
  • It is compliant with the latest electrical safety regulations.
  • There is enough personal protective equipment in place in case of an emergency.
  • There are enough first aid kits available.

The personnel

  • You would also need to consider the personal health and safety for meeting attendees.
  • Check with them before hand if they need any special care or attention.
  • Check with them for any allergies that may have or food preferences.
  • Depending on the status of your attendees, you might also need to hire personal security escorts.
  • Ask them to fill out their emergency contact information and keep it handy for just in case.

On the day

When on the day of the meeting, you should do a quick check of the place.

  • Check for proper air conditioning and ventilation.
  • Check that there is no overcrowding.
  • Check that there is free drinking water access for everyone.
  • Give a quick roundup of fire safety and emergency measures to all attendees, mentioning the gathering point for a headcount in case of a disaster.

Apart from sorting out the above points, you might also need to seek permission or special medical cover if the meeting is a big event that is going to attract a large number of people or is an overnight event or if it is held in a remote location where access to a hospital may be difficult.

Also make sure that you have necessary insurance in place and have a written plan of action to follow in case of an emergency.

This sounds a lot but most professional meeting locations will tick the box on most of these points as a matter of course. If you’re unsure always ask.

Have a great meeting!

Feel free to contact us at 0207 278 2211 and This email address is being protected from spambots. You need JavaScript enabled to view it. if you need help in organising your meeting, we are happy to help.