Last minute planning is always a no-no, but sometimes it is unavoidable. Unfortunately, some bosses drop last minute meetings on their meeting planners and expect everything to be ready. Here are four tips to planning a last minute meeting without it turning into a debacle:

• Anticipate – Record the times and locations of every meeting as well as other related data. If it looks like the powers that be seem to like Friday afternoon meetings with deli snacks, then you should know what is coming without being told. To this end, keep all relevant supplies and coupons stocked, and favorite restaurants that deliver on speed-dial.
• Take imitative – You do not necessarily have to wait to be told about meetings in every case. It is usually acceptable to ask about meetings unless you have been expressly directed not to do so.
• Check schedules – Are the powers that be showing open schedules are the same time? If so, this might be a clue that a not-so-surprise-to-them meeting is getting set to be dumped into your lap at the last second. Now you have some warning!
• Have a to-go kit ready – Do meetings require certain tools or props? If so, keep all these props in a suitable to-go bag and have it ready 24/7. This will give you more time to get everyone into the meeting room and you will spend less time getting yourself prepared.

There are several reasons why a plated lunch is preferable over a lunch buffet or dinner. When you are planning a meeting or event that will include at least one presentation or speaking engagement that incorporates a meal, opting for a plated lunch has several benefits, including the possibility of significant cost savings. Dinners always cost more than lunches and happen at the end of the day when attendees are likely tired and just want to have some free time; therefore, they are not likely to be as attentive and present during the speaking engagement or presentation. Additionally, people generally prefer to have free evenings and to have the opportunity to take off with a few friends to try out local eateries, have a drink and wind down from a day filled with meetings.

Attendees also will generally prefer enjoying a catered lunch during a required presentation, rather than having to hurry in the middle of the day to find a close place to grab a quick lunch before heading back for afternoon meetings and a dinner presentation at the end of the day. As for choosing between plated and buffet lunches, plated lunches will always hold court as the option that looks better organized, more professional and more stylish. Aside from appearances, buffets may offer more options, but they also can cost up to twice as much per person, significantly raising expenses.