Clarity Meetings for Event Planning

Clarity is an essential component of teams looking to remain cohesive and work together toward a common goal. This is especially true for teams in the event industry.

Over the past few years our team has started the regular practice of getting together for clarity meetings leading up to the day of an event.

Clarity meetings are 5-30 minute meetings between team members to gain understanding around particular details of an event.

These meetings are a great way to pass along relevant information to team members who might need more clarity. This is often a meeting between the individual who booked the event and the Project Leader, but can be scheduled with any team member who has questions and needs more information before the event.

Instead of being reactive to problems that might arise during an event, we use these meetings to stay proactive in addressing questions or concerns that we might have in the days and weeks leading up to an event.

Oftentimes, meeting face-to-face provides even more clarity than is provided by a written description. It allows the team to ask questions and think through processes together. Even though these meetings are short, we’ve found they save tons of time in the long run.

These questions are a great place to start: ​​• What is the organization and what is the event for?

• Who are the main contacts and what are their main responsibilities for the event?

• What did we promise them (number of people, equipment, games, etc.)?

• How should our team dress at the event?

• What is the frequency of touch points needed for this event? • Is a site visit needed?

• What are the next steps? These simple questions go a long way in boosting the momentum of an organization toward a shared goal.

Even if your team isn’t planning events, these meetings are a great way to reset and get everyone on the same page.

Try it out and let us know how it goes!