"To plan the meeting" means to carefully decide and organize all the important details and agenda beforehand, so that the meeting runs smoothly and efficiently. Full definition
Some people make the mistake of planning meetings in the morning, and then working on projects that require individual focus in the afternoon. (businessinsider.com)
It was our annual planning meeting for the coming year for our group. (teeccinobuzz.com)
Not only does this take the stress out of planning meetings, it can make them dramatically more productive. (entrepreneur.com)