Making Promoter Meetings Worth Your Time

Being a promoter who plans a concert or music festival means a lot of work. Much of that work revolves around one thing: collaboration. From fellow project organizers to the personnel working at the event venue, you need to constantly communicate with your team and work together to ensure the success of any event you are working on.

While this is pretty much a no-brainer, the challenge lies in the manner of communicating with them, which also includes the necessity of holding meetings to prepare for these events. While they can sometimes appear to be a waste of time, meetings are necessary to ensure the details of the event are planned out and the team is adequately coordinated. If not handled properly, however, the meeting itself can become more of an issue itself. In fact, a recent survey shows that 25% of event organizers cite meetings as the biggest barrier to productivity in their day-to-day life.

Time is of the utmost importance, especially in event organization. Any promoter will tell you that there is so much to take into account that time must be spent wisely in making sure everything is in place. Because of this, any meeting related to event organization have to as clear and concise as possible. With that said, here are 5 things to keep in mind when you hold a promoter meeting:

• As a rule of thumb, try to ensure meetings don’t last more than 30 minutes. The only exception is if you are holding complex or strategic planning sessions. Start a meeting with topics that involve the whole team. Then, you can let people leave when it comes to the topics that only need the participation of certain people.

• Before every meeting, take time to determine a clear-cut agenda of items to be discussed. Make sure you share the agenda with all attendees prior to your meeting so they have time to review and prepare to speak to any relevant matters

• Stick to the agenda closely during your meeting, timing each section so you know when to spend time on it.

• If there is no appointed secretary, appoint someone to note down the proceeds of the meeting.

• Follow up with action items that will be sent out to everyone who was in the room. It is important that every team member is given a task as to what to do for the event. For this, it will be helpful to utilize project management tools such as Trello and Asana to track progress on each action item, as well as a way to communicate with everyone in the group.

It also helps to keep an open line with others in your team to keep updated with the things going even if you do not hold a promoter meeting. In a way, this also helps lessen the time spent on meetings and matters are addressed in real time.

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