by Cindy Hartzell

Created on: June 30, 2009

In these fast paced times it is often difficult to get adequate attendance for business meetings. When the meeting is a convention or requires travel away from the office, use enticing and relevant motivational tools to encourage attendance. Short of making a standard routine business meeting mandatory, there are several other strategies that can be used to encourage attendance.

Whenever possible set standard business meetings during regular business hours to reduce schedule conflicts, and select a location on site or conveniently nearby that makes it easy for everyone to attend. Send a meeting invitation to everyone so that the date and time automatically show up on their electronic calendars. Send out memos prior to meeting with agenda and emphasize the topics which employees have a vested interest.

Regardless of the meeting type, offer various incentives for attendance such as door prizes and drawing prizes. Whenever possible combine reoccurring meetings with special events such as special employee recognition, anniversaries and award ceremonies. For both business and non-traditional types of meetings, polling invitees to find a meeting time that best suits the majority of people's needs. This can be accomplished through electronic calendars and e-mail as well.

When meetings and conferences charge fees for attendance, offer an early bird registration discount with an expiration date no more than one month prior to the event. Offer other perks such as free meals, plenty of snacks, or childcare.

Have a strong and meaningful agenda. When appropriate make exciting and colorful agendas and or programs that emphasize what the participants will gain by their attendance. If workshops provide techniques and training that will allow employees to advance, make sure that this information is included in the advertisements. If certifications or continuing education credits are available for training, provide certificates on the final day of the training. Whenever possible pay or reimburse expenses incurred when employees attend meetings that require travel.

If the meeting is held in another city, provide a map, address of the event venue and general directions from nearby major highways. If possible, block a group of hotel rooms to secure discounted prices for attendees and provide detailed information on the hotel and how to reserve a discounted room. When possible allow spouses and family members to attend meetings that are located in resort areas.

Make reminder calls prior to meetings to make sure invitees have received information and have directions to the meeting. Emphasize that their attendance is valued and appreciated.

Learn more about this author, Cindy Hartzell.
Click here to send this author comments or questions.