You have written your proposal for a new Web site project and submitted it to your potential client. After a few agonizing weeks of waiting, they have contacted you and expressed interest in meeting with you to go over your proposal and project details. You can barely contain your excitement as you agree to meet with them in a week for three or so hours. After you hang up the phone you realize this meeting will either give you your next project (and income), or break the deal. What do you do?

Fortunately, the Riddle Brothers have been to and hosted a few meetings and we are willing to share with you our top ideas and tips for hosting a successful meeting.

 
1. A Comfortable Meeting Place

Sure, a coffee shop is fine for a brief 20 minute get-to-know-you type of meeting. However it is not ideal for spreading out your Web site wireframes and proposals for in-depth review. Having a large, spacious place to meet with comfortable furniture is a huge plus. The comfort of your client can only help increase your chances that the meeting will result in your next big project.

We have held several of our meetings in hotel rooms which have a living space and kitchen. Most hotels will allow a late checkout of around 2 p.m., allowing you plenty of time for an early morning / afternoon meeting. Libraries often have meeting rooms which they schedule on a regular basis as well.

2. Supplies

I cannot stress the importance of having a variety of supplies on hand. It can result in awkward embarrassment if your client asks for a stapler and you don’t have one. Some supplies I would recommend you bring to your meetings are: extra pens, paper, a stapler (and staples), paperclips, a white board, a laptop and a printer (if easily portable). At our last meeting we had a printer on hand which allowed us to print out a contract we all modified and agreed on while at the meeting. Therefore we were all able to sign it on the spot saving days worth of back and forth faxing.

3. Food and Drink

Having beverages (water, a variety of sodas, juice) and some light fare on-hand will show your client that you care about their comfort and have been thinking about them prior to the meeting. They may show no interest in eating any food, but the fact that you have it to offer will really make a positive mark.

4. Prepare the Night Before

Pack up everything that you will need for the meeting the night before. This way you will sleep easy knowing everything has been taken care of and you only need to worry about getting yourself ready before heading on out the door.

5. Shake Hands

When the meeting begins and your client arrives, always smile while introducing yourself and shake each and every hand of those who are attending the meeting. I have witnessed many presentations in which the presenter did not personally introduce their-selves to each member of the reviewing committee. This folly put them in a negative light before their presentation even began.

Finally, be courteous, friendly and yourself. Relax and have fun while being professional. Most people enjoy meetings with a relaxed, social atmosphere, and showing your client that you are happy to be talking with them about the project can go a long way.