You’ve planned every possible detail of your upcoming meeting. Flights? Accommodations? Team activities? Check, check, and check. But before attendees start packing, there’s one more step: sending a pre-meeting brief.
A meeting brief is the all-in-one update that covers everything an attendee needs to know before they set off, covering travel details, meeting logistics, agendas, and more. At TROOP, we call it “Know Before You Go” communication because it’s more than just a checklist — it’s the foundation that prepares attendees, builds confidence, and sets the tone for success.
Think of a meeting brief as the final piece that ties all your planning together. It’s the step that transforms logistics into strategy and a smooth meeting experience.
Sending a proactive meeting brief shows that the meeting will be well-organized and purposeful. When attendees receive information upfront, they feel more confident about what to expect and how to prepare.
Attendees often ask the same logistical questions, over and over — agenda, travel details, dress code, and more. A meeting brief answers these questions in advance, saving you from the constant back-and-forth communications. It isn’t designed to create more work, it’s to save you time.
A strong meeting brief goes beyond logistics. By sharing meeting objectives, expected outcomes, and any pre-reads, you help ensure attendees arrive with the same level of context and clarity. Instead of spending time catching up, attendees can dive straight into meaningful conversations and decision-making.
A clear meeting brief builds trust. By anticipating questions and sharing details before they’re asked, you show both your executive and attendees that you’ve thought ahead. Your executive knows the meeting is in capable hands, and attendees appreciate the details they may have overlooked.
The meeting brief is an opportunity to add personality. A warm welcome, a note from your executive, or even local tips can spark excitement and connection. Small touches create anticipation and reinforce company culture.
As a meeting planner, your meeting brief is where you can shine. Here’s how to make it stronger every time.
Having a consistent structure for your communication makes it easier for attendees to know exactly where to find the agenda, travel details, or key contacts. A repeatable format ensures nothing gets missed and speeds up the process so you’re not starting from scratch every meeting.
Don’t wait to build your communication. As details are confirmed, add them into your draft meeting brief. Treat it as a living document before sending the final communication — saving yourself the stress of a last-minute scramble.
A meeting brief is about clarity. Attendees shouldn’t be left guessing about the basics. Include rideshare or ground transportation details, hotel and flight lists, travel policy reminders, and more. Once the logistics are locked, you can layer in strategic elements like the objectives and expected outcomes, so the meeting brief covers both practical “how” and the purposeful “why”.
Break information into clear sections, use simple headers, and keep the language straightforward. A meeting brief should be something attendees can skim quickly and still walk away informed.
For many Executive Assistants, creating a meeting brief is more than just a task — it’s a craft. Whether it’s adding a welcome note, local recommendations, weather updates, or a quick reminder about culture, this is your opportunity to show thoughtfulness and personality. A meeting brief is yours to own, and it can be the place where your attention to detail and creativity stand out, leaving attendees feeling cared for and excited to join.
With TROOP’s Meeting Brief, attendee communication is built right into your planning. There’s no switching tools, no manual formatting, and no scrambling at the last minute. TROOP automatically pulls in confirmed meeting details — dates, destination, accommodation, and meeting space — so your updates are accurate, consistent, and polished every time.
At the end of the day, a meeting brief is about making life easier — for you, your executive, and your attendees. It reduces repetitive questions, sets the stage for a focused plan, and shows people you’ve thought through the details that matter to them. It’s a simple step that leaves a lasting impression, while also building trust: your executive can be confident the meeting will run smoothly, and attendees feel cared for because nothing has been overlooked.