Small, simple meetings are coming into sharp focus for 2021 as companies’ asses their meeting and events programs for the future. Why so much interest in simple meetings? So glad you asked!

You might assume that large, flashy meetings and events, perhaps international conferences or bespoke brand-activations, take up the lion’s share of a company’s event budget each year. But data shows time and time again that organizations spend about 50 percent of their meeting and events budget managing small meetings. Improving visibility and oversight of this category understanding its scope is a challenge. Centralized meetings management programs won’t always include small or simple meetings, as they are often planned by admins or other part-time planners whose activities can fly under the radar.

Small or Simple Meetings?

Experts debate whether to call these events small meetings or simple meetings. Some small meetings can have complex requirements, while some larger meetings are relatively straightforward. The general consensus in the industry seems to be that that it makes the most sense to define meeting types by complexity, so we trend to use the term “simple meetings” versus “small meetings.”

These are generally meetings with 50 or fewer attendees, with relatively simple requirements – sleeping rooms, meeting space and some food and beverage. Not too many moving parts and relatively easy to plan.  

The big challenge with simple meetings

Simple meetings are now seen as the big opportunity to better manage budgets across the industry. For many companies, this large portion of their meeting spend is invisible. Because these meetings are often sourced by admins or other ‘part-time’ meeting planners, there is often no ability to capture data. How much is being spent? Are we using preferred suppliers? What contract terms are we agreeing to? Are our attendees safe? Most companies just don’t know. And given the amount they are spending in this way many are recognizing this as a huge opportunity to put systems in place and drive savings.

How do you fix it?

There are several ways in which companies can get a handle on simple meeting management. Getting an effective process in place that will work for your company’s individual needs is key. There are several technology platforms that will support simple meetings management and provide you with the tools you need to improve oversight, centralize procurement standards, build partnerships, source venues and more. Some companies opt for an internal meeting management team, and some decide to outsource their simple meetings to an event management agency. Many are now opting for ‘self-service’ technology platforms which allow those admins and ‘part-time’ planners to continue to own the simple meetings while management gets all the data they need to manage the program more effectively.

What are the benefits of managing simple meetings?

No matter the type of solution you choose for your organization, the benefits of having a system in place to manage small meetings are clear:

• Visibility on how much you are spending on simple meetings

• Ability to make strategic decisions about the program – which meetings do we need to have; can some be virtual?

• The ability to track supplier usage and negotiate better rates

• Streamlined processes and increased productivity

• Adherence to compliance requirements

• Reduced risk and legal exposure

Are you ready to get a handle on your simple meetings? We are here to help! Our Simple Meetings Experts will guide you through the process and help you select the best option for your organization.

Contact a Huddle Simple Meetings Expert today to learn how you can get a handle on simple meetings.