Are you getting started with a new project, a new strategy or do you want to usher in the new year well? Then you deserve a good start. And you make it with a kick-off. But what exactly is it? And how do you organise a kick-off meeting that is both valuable and successful? We will help you on your way to organising a kick-off that is bursting with energy.
What is a kick-off?
A kick-off is the starting moment of a new project, period or strategy. During this meeting everyone comes together to announce the start. Here you discuss goals, expectations and working methods. The idea? Getting everyone on the same page. But that's not all. Because you can do so much more with a good kick-off. Cultivate enthusiasm, for instance. Or clarify everyone's role. And above all: inspire each other.
The steps to organise a kick-off
Every successful kick-off meeting is unique. But they all have something in common: good preparation. We asked our event managers about the best tips for organising a kick-off. According to them, these are the 8 most important steps.
- Set the objective
Ask yourself: why are you organising this kick-off? What is your aim: to inform, inspire or motivate? Or a combination of all three? Set your objective before you start organising. A clear and well-defined objective will also help you make decisions as you organise the event. Make the objective as specific as possible. For example: “After this kick-off, everyone will know their role in the project.” Or: “Thanks to this kick-off, the team will be inspired once again to give it their all in the coming year.”
- Think about who needs to attend
Who are you actually organising this kick-off for? It’s important that you invite the right people. That doesn’t just mean the core team. It also includes stakeholders, for example. Or partners. Or other departments you work with and which may influence the project. The sooner you involve everyone in your project or strategy, the greater the chance of better collaboration.
- Choose a suitable venue
You can see this one coming, can’t you? The venue. It’s absolutely crucial for the atmosphere and impact of your kick-off meeting. And, what’s more, it’s closely linked to your objective. For example, do you want to encourage creative brainstorming? Then don’t opt for a monotonous meeting room at the office. A venue adds significant value to your event and helps set the atmosphere you want to convey. We can, of course, help you with that. At Jaarbeurs , we have all kinds of event venues for kick-offs. From large halls with a stage to intimate meeting rooms.
- Pay attention to the programme
A strong programme makes your kick-off event engaging. So think carefully about how the day should unfold. Alternate information with interaction and inspiration. For example, a plenary session to kick things off, followed by breakout sessions in small groups. Or a keynote speaker with a fresh perspective, including interactive elements such as Q&As. Don’t forget the entertainment, as this helps to keep the day light-hearted. You could, for example, opt for live music or an inspiring workshop in between sessions.
- Make sure you have good catering
A full stomach helps us pay better attention. It also enhances the overall experience. So don’t skimp on the catering. A cheese sandwich is tasty, but your participants might be expecting a little more. At Jaarbeurs , you don’t need to worry about this, though. Our chefs will work with you to ensure the catering is perfectly suited to your kick-off event. For example, by incorporating the theme into the dishes, or through the way we serve them. What’s more, our food is always incredibly tasty and super fresh.
- Speakers? Prepare them well
Make sure speakers know what’s expected of them. Is the CEO taking to the stage to kick off the new year? Then help them by ensuring their speech is short and to the point. Booked external speakers? Tell them what’s expected. Unfortunately, we’ve seen it happen time and again that things don’t go quite to plan. For example, the speaker might end up praising a competitor or simply not know enough about the subject.
- Don’t forget the technical side
Lighting? Check! Sound? Check! Make sure everything is in order for a flawless experience. Nothing is more annoying than a dead microphone or a faltering connection. So check all your technical equipment in advance to make sure everything runs smoothly. At Jaarbeurs , you don’t need to worry about that, though. Just tell us what you need, and we’ll set everything up and test it for you.
- Most importantly: create an experience
This is perhaps the best tip on our list. Experience. A kick-off is more than just content. It’s an experience. This is where the tone is set. You can create an experience in various ways. Through a spectacular plenary opening, for example. Or perhaps with a spectacular finale. Or both! And don’t forget the details. Because the experience is the sum of all those little moments: a delicious lunch, a great atmosphere, lovely people, a surprising speaker and an inspiring venue.
Organising a kick-off meeting at Jaarbeurs
Are you looking for a location to organise a fantastic kick-off? Then you are in the right place. In the middle of the country and fantastic spaces where you can let your hair down. For an exciting kick-off or a traditional start to the new year.
Want to know more? We will gladly help you. See you soon!
