Groupize Blog

Workflow Best Practices that will Define the Success of Your Meetings

Aug 28, 2020 8:00:00 AM / by Madison Harris


Do you use rules to break down your meetings by size, type, budget, level of risk between occasional planners and professional planners? If not, it’s time to start.

In today’s landscape, companies need to understand their meeting mix. Odds are 60% or more of them are ‘simple’, and it’s important to not use the same processes and labor model for all meetings – no one size fits all.

Self-service of meetings within many programs is a new phenomenon that works in conjunction with full service. Keep in mind that self-service meetings have been happening outside of your program for as long as meetings have been planned. It's time to let the experts add value where it is most efficient, either at specific points in the planning process or more complex meetings and bring everyone under one big tent. For example, consider the following five tiers:

  • Venues and Meetings under $5,000 = Register
  • Meeting at hotels under 50 people and $25,000 = Self Service
  • Meetings of over 50 people = Full service via your planners or agency
  • Conferences, Incentives = Meeting Planning House
  • Meetings in a box = Using your third-party additional services

Whether you use several partners globally or several technologies, the goal is to centralize the data.

These are unprecedented times, and we can expect some sea-change impacts on business, behaviors, and expectations. Everyone will be required to respond and modify their business models for the new post-crisis ecosystem. How we plan, how we communicate and collaborate, and how we interact is all going to change. That being said, those who are quick to adjust will lead the way for the industry to follow. While so many may be taking things day-by-day, it’s critical to look to the future to determine the best course of action moving forward. 


It’s important to recognize those trends which have been accelerated by the pandemic in your planning for the next year. Download our complimentary eBook titled, 6 Meetings Trends Accelerated By the Pandemic, to help you prepare for today and get ready for the future of meeting and event management.


Now more than ever, corporations are looking for easier, more efficient, and cost-effective meetings management strategies to navigate through this period of uncertainty and into the future.

To learn more about the new normal and how to prepare for the changes in travel, meetings, and events worldwide, download the complimentary titled, Prepare for a Changed World, which delivers timely peer to peer advice from leading travel managers, meeting planners, procurement, TMCs, and industry partners.


To learn more about how Groupize helps organizations simplify meeting management, please visit or call +1-508-232-7719.

Tags: Modern Meetings, rules, Success, Best Practices

Madison Harris

Written by Madison Harris

Marketing Associate for Groupize