Planning board meetings for your organization can seem customary when you have been leading and arranging events for an extended amount of time. However, it is important that you never lose sight of the basic elements of creating a meeting space that is helpful toward achieving your goals and keeping your team engaged with key topics. Here is our list for the top 5 things for you to remember when planning your next board meeting:
1. Secure a Top Notch Location
The first thing to consider when you are planning an event or meeting is the environment in which you will be hosting your board of directors. It is important that you secure a space that is convenient, promotes good communication, and fits any specific needs of your organization.
You should keep in mind the travel time of your board members for their convenience. Pick a location that will be central to where the board members currently work/live so that they feel refreshed for the day of the meeting. When you book your next event at KCI Expo Center you will find that there is not only ease with the airport centrally located to your space, but also many hotels and restaurants. The Kansas City International airport proudly services all major U.S. air carriers with an average of 400 flights daily and free shuttle services. This makes it easy for directors and teams to get exactly where they need to be.
Size Of The Space
With any event space, you also need to make sure that the size of the space matches the size of your group well. Taking into thought size will show board members that you are organized and professional on the day of the meeting. This will also allow for successful communication on the day of your board meeting. When looking at events and meeting spaces it may be possible for you to tour the facilities ahead of time. This may be a good option for you if it is done in advance.
Another specific need to consider when reserving your meeting space might include available catering options for the meeting. KCI event and meeting services take pride in their “Best in the Industry” food and beverage services provided by Heart of America catering. With this partnership, event and meeting directors will find a wide selection of catering packages and options. Take note of the food preferences and any dietary restrictions that your board members might have while ordering with any catering service, especially new board members that were just added.
2. Inform Board Members of Details and Nearby Attractions
Nobody likes feeling like they are left in the dark. Failing to update members as needed will only create frustration and confusion before the meeting. Once you have secured your date, time and location invite your board members and give them all of the necessary details in order to get to the meeting successfully and on time. This includes parking/transportation information, building information, room specifics, and more. If they are new to the area where the meeting is being held, take the extra step in making them feel welcome and introduce them to what attractions the city has to offer. For Kansas City attractions, you can visit the KCI list of local hot spots and attractions within the Kansas City area.
3. Set Goals and Create a Meeting Agenda
Now that you have reserved and informed your board members of the details for the event, it is time to plan your agenda to have for yourself and the members. The purpose of this agenda should be to keep the meeting focused on the most important topics and to make sure that you are being respectful of time for all who are present. Organize and prioritize what you wish to accomplish on a document that can be distributed prior to and on the day of the meeting. When planning this agenda, keep in mind which topics may need more time to review. Points should be discussed fully, but not exhausted. As the leader of your organization, you are the moderator and must make sure that the meeting is an efficient and good use of the company time. Set goals before the meeting and ask your team if they have any additional points that they feel are vital to discuss while everyone is present. Lastly, it is important, especially for longer meetings, to also set aside break times (restroom, lunchtimes, necessary email responses, etc.). This will ensure that everyone in the room is fully engaged and without distractions.
4. Plan Ahead for Technology Usage
Including technology is a necessary component of being efficient and thorough with your meeting. While planning it is important that you are aware of the technological tools given by the meeting space. On the day of the meeting, it is important that you test all technology items prior to your board arriving. That way, if there are any issues you can consult the event and meeting services and adjust as needed. Being unfamiliar with the technology that you plan to use will result in headaches at the last minute. KCI Expo Center provides quality sound systems, LCD projectors, microphones, in each of their meeting rooms for the convenience of users.
5. Make Your Board Members Feel Welcome
When you make meetings interactive and begin with introducing new board members everyone involved will feel welcome and heard. One way that you can engage in a more interactive board meeting is by breaking up into smaller groups to discuss topics, possible scenarios, and values that are important to each person. Following small group settings, it is important to re-group and discuss the interactions at large. This interactive exercise will foster stronger relationships and allow you to see in a different light what goals the board members see for the future.
When you reserve an optimal location, keep individuals informed, follow a planned agenda, prepare for technology usage, and make your board members feel welcome, you will be sure to win the hearts and minds of those present. Follow these 5 tips in planning your next board meeting and find ease in reserving your space with KCI Expo Center today!
If you’re looking for an event space in Kansas City to hold your next convention, conference, or tradeshow, it’s important to do your research of all the convention options in Kansas City before making your final decision. To help you with the comparison process, we decided to do it for you. Below is a comparison between the top convention and meeting space locations in Kansas City: Kansas City Convention Center, Overland Park Convention Center, and the KCI Expo Center.
The Kansas City Convention Center:
The Kansas City Convention Center is known for offering different options for space for events, all located in downtown Kansas City, MO. The convention center has multiple venues including Bartle Exhibit Hall for large events, the Grand Ballroom, Music Hall, small meeting rooms, Municipal arena, and the outdoor Barney Allis Plaza, among others.
Pros for using the Kansas City Convention Center:
- Versatile space options
- Downtown location, close to restaurants and hotels
- 388,800 square feet of exhibit space
- Preferred service providers
- Outside catering
- Positive reviewers usually note the ample room, clean space, and friendly staff
“I’ve been to multiple events at this convention center, both at the exhibit hall and across the street at the Municipal Auditorium. Both great venues with plenty of room for any convention. The main Convention Center & exhibitor Halls are clean, contemporary and easy-to-navigate, while the Municipal Auditorium is a gorgeous Art Deco building that has different venues within itself from a beautiful main stage to space below in the belly for sporting events.” -Delayna Adams, Local Guide.
Cons for using the Kansas City Convention Center:
- Downtown location can make space feel crowded
- Higher priced
- Difficult parking, traffic
- Negative reviewers usually note the expensive parking, slow Wi-Fi, and higher-priced food.
“I was a vendor there the place was constantly in disarray price excessively expensive parking horrible and Wi-Fi is ridiculous.” – Jim Cummins, Local Guide.
Overland Park Convention Center
The Overland Park Convention Center has an array of options for planners looking for a meeting space or convention space. The Overland Park Convention Center offers ballrooms, exhibit halls, courtyard rooms, and an outdoor courtyard. The convention center has ample parking space and on-site coffee, concession stands, and concession carts. Located in Overland Park, this convention center is convenient for attendees that live on the south side of downtown.
Pros for using the Overland Park Convention Center:
- On-site coffee shop
- Hotels within walking distance
- Customizable spaces
- 60,000 square feet of exhibition space
- Positive reviewers typically note the clean bathrooms and friendly staff
“Great venue and excellent location. We’ve been here for a couple of events and they are always well done. The area is kept very clean and the staff is friendly. The space available is very large. The events I’ve been to have had several hundred people in attendance and it is never crowded.”– Matt McDonald
Cons for using the Overland Park Convention Center:
- Higher price
- Location in a high-traffic area of Overland Park
- 45-minute drive from the airport
- Negative reviewers typically complain about not enough parking space and it being too cold or too hot inside.
- Over-priced concessions
“Was there for a health expo. It was super hot inside which I know can be difficult when Kansas weather is like it is. When you cram a ton of people into an area even though pretty open need to lower the heat. Also, every time I have been to any event the parking is awful. There is just not enough parking so always see people parking on the landscape/curb areas.”
KCI Expo Center
The KCI Expo Center is known for holding conventions, business meetings, and weddings in the Kansas City Northland. Located just five minutes from the airport, its ideal location is great for those traveling out-of-state and want to avoid the hustle and bustle of downtown Kansas City or Overland Park.
- 70,000 square feet of exhibit hall space
- Free parking
- On-site catering
- On-site restaurant and hotel
- Five minutes from KCI Airport
- Positive reviewers usually note the easy access to highways and the airport and the cleanliness.
“Great place to have an event. We went to a regional dance competition. Great space & easy access by major highways & Kansas City Inter. Airport.” Lee Skywalker, Local Guide.
“It was a beautiful place our company held some training here, the staff was friendly and helpful. The food was really good served in a buffet style in our own banquet room.”
- No outside catering
- Farther distance from Overland Park
- Negative reviewers usually note the crowded parking lot and lack of food choices in the area.
“Not enough food choices around. Felt stuck until the end of the event.”
Overall, as you do your research and need to make a decision on a location, just know that you can’t go wrong with any of these convention and meeting spaces in Kansas City. Each location has its own positive features that will attract attendees from all over the Kansas City metropolitan area and beyond. If you’re interested in learning more about hosting a convention or meeting at KCI Expo Center, fill out our request for proposal form.
KCI Expo Center Meeting Room Set-Ups and Styles
The KCI Expo Center is the perfect place for your meeting or conference. We have facilities to suit business or social events, from large celebrations, award ceremonies, family get-togethers, a wedding party, or private dining. KCI Expo Center provides a choice of catering to suit your needs, whether it’s a buffet or a sit-down meal. With the airport and hotel nearby, the location is convenient for everyone. Along with all the amenities and full-service team, KCI Expo Center provides the most hassle-free meeting experience possible.
One question many event planners ask is “how do I know which room setup style is best for our type of meeting or event?” Below is an explanation of each meeting room set-up and how it would work within the KCI Expo Center.
Meeting Room Set-Ups and Styles
This style is set up in rows of chairs without tables, arranged with all participants facing towards the front of the room, typically divided in the center and may include side aisles. These classic features make auditorium/theater style more than appropriate for a short lecture or larger groups in Kansas City that do not require extensive note-taking. Usually, this arrangement of event space is best suited for mass meetings, annual general meetings needed near the airport, and product launches to achieve maximum seated capacity.
This style has round tables arranged throughout the room attendees being seated around the entire perimeter of each table, making it appropriate for conference events entailing meals and small group discussions. The grouping of tables in this way makes meetings at the KCI Expo Center ideal as it allows the movement of participants as well as the service of food. Events where banquet style is used includes gala dinners, wedding receptions, and award nights because of their ease of interaction.
The Hollow Square Style is set up in an arrangement where tables are arranged in a square shape with chairs along the outside of the tables looking towards an empty center. This type of style is the best meeting space option when there are is a group with fewer than forty with a group leader or panel seated at the head of the setup. It is optimal for there to be encouraged interaction between participants when this set-up is used.
The Classroom Style can also be referred to as “the school style” by some and has chairs and tables arranged in rows with all participants facing towards the front of the room. This set-up can be used when you want the attendees to study handouts, use their computers, or takes notes during the meeting event. It is especially useful for training and long lectures or clinics for all types of conferences. When utilizing the space at KCI Expo Center, keep in mind the Classroom Style.
In order to attain the U-Shape Style, conference tables are arranged in a large U with open space in the middle. Attendees are seated around the outside, facing the center of the U. Another way to achieve this same set-up is to use a round table and place the seats around, leaving one opening at one end for presentation purposes. This arrangement is used best during meeting events where the focal point is in the enter and/or interaction between participants is encouraged. The opening of the U also allows presentations that are visual to be seen by everyone, which only aids the group interaction and discussion aspect. This style appropriate for small annual general meetings, conferences, and workshops.
KCI Expo Meeting Amenities
Now that you’ve chosen the ideal meeting setup, here are the following amenities you can enjoy by choosing the KCI Expo Center:
- Complete decorative services
- Full-service catering
- Custom audio visual for basic or advanced requirements
- Expo Services Manager to detail your event
- Connection to Holiday Inn by the exterior covered walkway
Book Your Meeting Space with KCI Expo Center Today
Our 10 meeting rooms range in size from 260 sq ft to 6745 sq ft and can accommodate 10 to 650, perfect for a range of conference and banquet functions held in Kansas City. The rooms can be rented individually or you can work with our Client Services Manager to tailor a setup just for you. In addition to our meeting rooms, we offer the story Grand Lobby that adds Kansas City flair for your registration needs, tabletop displays, and receptions.
How To Plan A Successful Meeting in Kansas City
Some meetings are easily planned while others, such as conferences, seminars and training days, require more time and effort. When planning a large meeting or conference in Kansas City, it’s important to control as many factors as you can through planning. Fortunately, it is much easier to structure a meeting for success in advance.
1. Identify the purpose
Before you start planning your meeting in Kansas City, it’s important to identify the purpose and type of meeting that is necessary. Then can you plan a meeting that achieves your objective or goal. These are a few of the categories of meetings that yours might fall under:
- Information sharing.
- Team building.
- Status update.
Introducing a theme for your conference or large meeting is important as it unifies all parties involved. It could be relatively broad and high level or much narrower. Themes help to connect ideas, get appropriate speakers and include the right people.
When preparing for a large meeting or conference at the KCI Expo Center, it is imperative to have an agenda and be clear about expectations. For meetings, develop an agenda entailing what will be discussed and distribute it to attendees. Be sure to include times and topics. Creating an agenda will allow you to stay on topic during meetings. Mission statements are more helpful for conferences as they help events and sessions stay on track. When setting expectations and writing agendas, it’s a good idea to also send any and all required reading materials to participants. Preparation is key.
3. Technology and Equipment
As time has progressed, technology has become an integral part of our world. Use it. People are accustomed to seeing graphics or other visuals to accompany speeches or reports. Be sure to appeal to that mindset and incorporate those visuals when planning your meeting or conference in Kansas City. One thing that many tradeshows or large meeting space venues should offer is charging stations for your attendees to make sure their cellphones and laptops stay full charged on meeting days.
Decide if you’ll be using collaborative tools during your event and confirm with your meeting space that any equipment you need can be supported or provided. Testing the equipment and running through your visuals before the big day is another important step that is often overlooked, but can save you from running into technology-related issues during the event.
4. Venue and Accommodations
The KCI Expo Center is the perfect venue for your large meetings and conference room needs. Attendees are going to be enjoying each minute at your event when you pick the leading spot in Kansas City. Many vendors and meeting planners enjoy hosting their meeting at KCI Expo Center because the Holiday Inn is connected to it by exterior walkway and has a delicious on-site restaurant, Burger Theory. Meeting planners also choose the KCI Expo Center in Kansas City because of its central location, close distance to the airport, and many amazing choices for restaurants and things to do in the city.
5. Attendee Participation
While having the group as a whole is the primary goal of a conference or large meeting, splitting up participants into subgroups based on specialties, experience, and other criteria, can be surprisingly helpful. Subgroups can:
- Create differentiated perspectives.
- Give sides a chance to clarify their positions.
- Organize complex plans into manageable projects.
There needs to be enough time allotted for these small groups to discuss their opinions and thoughts and then allow them to each have the chance to share their findings with the large group.
Running a conference or large meeting is hard and takes a lot of work, but the rewards are massive. When you have the help KCI Expo Center is able to offer in your quest for greatness, there is no need to worry. Contact us today to fulfill your meeting needs!
Flyte Systems announced The Holiday Inn KCI Expo Center will install its FlyteBoard hotel flight information airline schedule system that also displays events for the KCI Expo Center and hotel meetings. The FlyteBoard shows real-time arrivals and departures at Kansas City International Airport with Doppler Radar for maximum guest convenience. FlyteBoard is developed by Flyte Systems, the leading provider of cost effective airport travel information. Flyte Systems is a division of the company ITS, an airport flight information technology company. ITS has been around since 1960 and offers premier technology in hospitality and flight information services.
“Most of our guests are experienced business travelers and our goal is to provide services that make their trip easier. Our new FlyteBoard with KCI Expo Center events and airline information will save them time,” said Irma Causevic, Director of Sales and Marketing at the Holiday Inn KCI Expo Center. “With FlyteBoard our guests will not have to open their tablets or handhelds to check flights or events. Hospitality is about offering service to travelers. This is why we are here.”
Installing the FlyteBoard in The Holiday Inn will allow for displays of accurate flight times and event information in order for guests to be conveniently informed. The KCI Expo Center hopes this addition elevates guests’ experiences and provides them with less stress surrounding sorting their flight and event schedules.
The modern 141-room Holiday Inn is directly connected to the KCI Expo Center, one of Kansas City’s premier meeting and event facilities. The property is near Kansas City International airport and is undergoing a multi-million dollar renovation that includes its newest outlet, Burger Theory. A chic hamburger experience that features local craft beers and a fun outdoor patio area for relaxed dining.
“Flyte Systems worked with the Holiday Inn KCI to develop a display that delivers a spectrum of visual information its guests will value,” said Scott Triphahn, Flyte Systems vice president. “We smooth the travel experience for people on the go. In addition to hotel flight information and events for the KCI Expo Center and the hotel, we will display an inset box for Burger Theory specials that will drive business – and incidental revenue – to the property’s bottom line. FlyteBoard will combine all the important information on one screen for maximum cost effectiveness.”