Global Meetings & Events
Start
Definition & Purpose of Meetings
- A meeting is a gathering of people to achieve a common goal through conversation and interaction, resulting in changed behaviors.
- Meetings and events are strategic business tools, designed to drive alignment, engagement, and behavior change.
The 1st Step
What problem or opportunity is this meeting addressing?
How do we want attendees to arrive v. leave? (We frame objectives around behavior change—not just information delivery)
The first step to planning a successful meeting is defining the business objective and desired outcome—everything else is designed to support that
Who is this meeting for– and who is it NOT for?
How will success be measured?
The Team Behind the Events
The Reality of X Meetings
We start planning calls for our X meetings over 6 months out and typically do a site visit 4-6 months before the event We work on the meeting app and registration for this meeting According to our Monday.com Board for this past X26 Meeting, we had ~245 main action items for this meeting At X26, we had around 1,481 Exact team members and 111 vendors. At X26i (the International X meeting) we had 149 attendees.
Post-Event
Debriefs: Internal and vendor reviews to capture what worked, what didn’t, and why Feedback & Surveys: Collecting, reviewing, and sharing attendee insights Financial Reconciliation: Auditing BEOs, reviewing invoices, and reconciling final costs to budget
Vendor Performance Reviews: Evaluating service quality, accuracy, and onsite execution
Documentation: Final agendas, run‑of‑show, budgets, and lessons learned
Follow‑Up Communications: Thank you's, survey reminders Future Planning: Applying insights to improve for future events
What do we do when someone cancels?
Adjust the room block- check the waitlist if applicable
Remove from the Meeting App
Remove their name badge
Unregister in Cvent
Notify HR, their manager, and Travel team
Remove from texting
Global Meetings & Events
Bailey Settecerri
Created on April 1, 2026
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Transcript
Global Meetings & Events
Start
Definition & Purpose of Meetings
The 1st Step
What problem or opportunity is this meeting addressing?
How do we want attendees to arrive v. leave? (We frame objectives around behavior change—not just information delivery)
The first step to planning a successful meeting is defining the business objective and desired outcome—everything else is designed to support that
Who is this meeting for– and who is it NOT for?
How will success be measured?
The Team Behind the Events
The Reality of X Meetings
We start planning calls for our X meetings over 6 months out and typically do a site visit 4-6 months before the event We work on the meeting app and registration for this meeting According to our Monday.com Board for this past X26 Meeting, we had ~245 main action items for this meeting At X26, we had around 1,481 Exact team members and 111 vendors. At X26i (the International X meeting) we had 149 attendees.
Post-Event
Debriefs: Internal and vendor reviews to capture what worked, what didn’t, and why Feedback & Surveys: Collecting, reviewing, and sharing attendee insights Financial Reconciliation: Auditing BEOs, reviewing invoices, and reconciling final costs to budget Vendor Performance Reviews: Evaluating service quality, accuracy, and onsite execution Documentation: Final agendas, run‑of‑show, budgets, and lessons learned Follow‑Up Communications: Thank you's, survey reminders Future Planning: Applying insights to improve for future events
What do we do when someone cancels?
Adjust the room block- check the waitlist if applicable
Remove from the Meeting App
Remove their name badge
Unregister in Cvent
Notify HR, their manager, and Travel team
Remove from texting