What are Cycle Meetings and How to set them up: A Short Playbook to Event Registration Success

First of all – what are cycle meetings? A cycle meeting is like a regular team meeting, happening in companies every few months or once a year. All or most departments in the company come together for a big meeting. The main goal? To talk about how things are going and plan for the future.

Imagine this as a high-level check-up. Each department presents their recent actions and achievements. The objective? Assess what’s working and identify areas that might need fine-tuning. It’s essentially a platform for refining strategies and making sure everyone is aligned with the company’s big goals.

Cycle meetings are not just about reports; they’re basically a team-building exercise. They help build a collective mindset and remind everyone how they can work together. It’s an opportunity for review and forward planning, helping the company grow and adapt.

You can picture this scenario not confined to a traditional boardroom but possibly outdoors or in a more relaxed atmosphere. Why? Because it’s easier to help build the team when everyone is relaxed but engaged.

Why cycle meetings are useful:

• Strategic alignment: Cycle meetings serve as a compass to guide the whole organization through changes in the market;
• Progress and challenges: These gatherings are a stage for presenting progress, dissecting key challenges, and understanding which are the next steps in how the company moves forward.
• Team sync: By bringing all key stakeholders on board several times a year, cycle meetings ensure that everyone is in sync and can collaborate.

The key parts in making cycle meetings happen

• Initiation and scheduling: Identify the need for a cycle meeting based on company needs and schedule regular gatherings based on the team’s availability.
• Structure in the event setup: Conduct meetings with a well-defined agenda, encouraging open communication and collaboration among team members.
• Improve continuously: Document decisions and action items, monitor progress, and use feedback to refine the efficiency of following meetings.

Event Registration: planning the event and making sure everything runs smoothly

• Choose a tool to help you set up the meeting: Use a robust event registration platform like Oveit to create a centralized hub for all registration-related activities.
• Integration with internal systems: Automate follow up, communications and others by integrating your event registration with internal planning tools, communication apps and other systems to ensure a smooth flow of information.
• Analytics and personalization: Leverage event registration analytics for data-driven decisions, personalize VIP experiences, and targeted communication.

Your action plan for event registration Excellence

1. Event registration: Choose a versatile event registration platform like Oveit for its features, user-friendliness, and adaptability.
2. Integration: Link registration with CRM, email marketing, and planning software for a well-coordinated event.
3. Pre-event communication: Communicate objectives, event details and get the team excited for the upcoming event with regular messaging.
4. Follow-up: Design a post-event follow-up using event registration tools to nurture relationships and gather valuable feedback.
5. Satisfaction review: Turn feedback into actionable next steps to improve following cycle meetings.
6. Engagement: Infuse engagement elements into your event strategy to captivate participants from start to finish.
7. VIP Treatment: Identify VIPs through registration data and treat them like the stars they are, offering exclusive perks.
8. Smooth check-in: No one likes to wait, especially at company event – ensure seamless check-in using QR codes, wearables and the proper software.

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Article written by Mike Dragan.

Mike Dragan is the cofounder and CEO of Oveit and works daily on providing better tools for live experiences. Mike has a background in computer science and loves building digital products.