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Building a Meeting Policy to Support Your Strategic Meetings Management Program

This paper was originally written in 2005, as the Strategic Meetings Management Program (SMMP) movement was beginning to gain traction in corporations across America, and was updated in July 2014. For clarity, GBTA defines Strategic Meetings Management as a disciplined approach to managing enterprise wide meeting and event activities, processes, suppliers and data in order to achieve measurable business objectives that align with the organizations' strategic goals/vision, and deliver value in the form of quantitative savings, risk mitigation, and service quality. Today, SMMPs are being implemented in hundreds of companies around the world, with a focus on managing this complex yet significant spend category with a disciplined, consistent approach.

As a result of the rise of SMMP, advances in technology, and changing global business conditions, corporate meeting policies are being written, and in some cases rewritten, with a broader reach than just a few years ago. Policy scope is being expanded to include a myriad of meeting related activities that may not have been addressed in previous years. Policy topics such as information privacy and security, virtual meeting alternatives, and small meetings management are examples of supplements being applied to existing meeting policies. In some cases, policies originally written from a domestic U.S. perspective are being revised to expand in application beyond America's borders. This paper revisits many of the principles originally presented and provides new insight into the fundamental elements of an effectively designed meeting. These updates represent lessons learned over the past few years and adaptations put into practice as a result of an evolving meetings and events industry.
(Reformat)_Building_a_Meeting_Policy_To_Support_Your_Strategic_Meetings_Management_Program_rvsd_07-14-14.pdf(Reformat)_Building_a_Meeting_Policy_To_Support_Your_Strategic_Meetings_Management_Program_rvsd_07-14-14.pdfNew description702 KB
GBTA Meetings Committee
Publication Year
Resource Type
Meetings and Event Management
Strategic meetings management programs, Travel policy

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GBTA Research Team
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Date Modified: Jul 23, 2014
Date Last Modified: Jul 23, 2014
Category: GBTA Resources