Definition
A brown bag meeting is an informal workplace gathering—often held around lunchtime—where attendees bring their own meal (traditionally in a brown paper bag) and participate in a short training, presentation, or discussion. These sessions are sometimes called “lunch-and-learns.” They are usually held on-site in conference rooms and tend to be lower-cost and less formal than catered or offsite events.
Why organizations use them (short)
– Low-cost way to train or inform staff.
– Encourages knowledge sharing across teams.
– Flexible format: learning, brainstorming, policy updates, or social connection.
– Can address non-work topics useful to employees (health, personal finance, tech skills).
Origins of the term
The name comes from the custom of employees packing lunches in brown paper bags and eating while they attended the session. Over time the phrase came to mean any informal, often lunchtime, instructional meeting—not necessarily with an actual brown paper bag.
Common types (what to expect)
– Seminar: A guest or internal expert presents a topic, usually followed by questions. Good for one-way knowledge transfer.
– Small-group / workshop: Participants answer set questions or practice skills in a small-team format. Emphasizes interaction and peer learning.
– Combination: Starts with a short presentation, then breaks into small groups to apply or discuss the material; groups report back to the whole.
– Social/networking: Casual format focused on relationship-building and sharing roles, goals, or career plans.
Key benefits (concise)
– Consistent messaging to many employees at once.
– Encourages dialogue and problem-solving across teams.
– Builds team cohesion and supports company culture.
– Efficient use of time—often uses existing lunch period rather than extra work time.
– Low direct cost to the employer when attendees bring their own food.
How to run a brown bag session — step-by-step
1. Define the objective: Decide the single main goal (teach a new policy, introduce a tool, build team rapport).
2. Choose format: Pick seminar, workshop, hybrid, or social format based on the objective.
3. Select presenter(s): Internal expert, external guest, or a moderated panel.
4. Schedule logistics: Date, start/end time (commonly 30–90 minutes), room reservation, AV needs.
5. Recruit participants: Send calendar invites with clear topic, agenda, and any prework.
6. Appoint a moderator/facilitator: Keeps timing, guides Q&A, and enforces ground rules.
7. Prepare materials: Slides, handouts, exercises, and follow-up resources.
8. Run the session: Start on time, keep presentation concise, allow Q&A or breakout time.
9. Collect feedback: Short survey or quick verbal reactions to measure usefulness and topics for future sessions.
10. Follow up: Share slides, recordings, action items, and next steps.
Short checklist (for organizers)
– Objective defined
– Format chosen
– Room and AV booked
– Presenter confirmed
– Moderator assigned
– Agenda and time limits set
– Participants invited and reminded
– Materials prepared
– Feedback method planned
– Follow-up communications ready
Worked numeric example (cost comparison)
Assumptions:
– 20 employees attend.
– Catered lunch costs $12 per person.
– Brown-bag meeting requires only printing/slides costing $15 total.
Catered meeting cost:
20 people × $12 = $240
Plus incidental supplies = assume $10 → Total = $250
Brown-bag meeting cost:
Printing/slides = $15
Facilitator time already on payroll (assume no extra) → Total = $15
Estimated savings:
$250 (catered) − $15 (brown-bag) = $235 saved for this single session.
Notes: This simple example ignores indirect costs such as overtime, presenter fees, or productivity effects. Adjust figures to your local catering and staffing rates.
Practical tips and pitfalls
– Keep sessions concise; many people prefer 30–60 minutes during a workday.
– Encourage interaction—Q&A and small-group activities increase retention.
– Respect lunch time: don’t require unpaid work after-hours unless clearly voluntary.
– Make accessibility accommodations (remote join options, materials in advance).
– Track attendance and follow-up impact to justify recurring sessions.
Short FAQ
Q: Do brown bag meetings have to be at lunch?
A: No. They are often at lunch but can occur any time. The label refers to the casual, bring-your-own-lunch nature.
Q: What’s the purpose of a seminar?
A: A seminar is a structured presentation or training led by a speaker who shares expertise on a topic relevant to participants.
Q: Who should facilitate?
A: A moderator or facilitator is helpful to manage timing, guide discussion, and keep the session on track.
Sources for further reading
– Investopedia
Additional sources for further reading
– Investopedia — Brown-Bag Meeting: https://www.investopedia.com/terms/b/brown-bag-meeting.asp
– Society for Human Resource Management (SHRM) — SHRM main site (search “lunch-and-learn” or “brown bag” for practical HR guides): https://www.shrm.org/
– Association for Talent Development (ATD) — Resources on workplace learning and micro‑training: https://www.td.org/
– Harvard Business Review — Articles on running effective meetings and short trainings: https://hbr.org/
– U.S. Office of Personnel Management — Training and development policy and guidance: https://www.opm.gov/policy-data-oversight/training-and-development/
Educational disclaimer
This content is educational only and not personalized professional advice. Adapt any practices to your organization’s policies, legal requirements, and local regulations. I do not provide individualized investment, legal, or medical advice. Consult a qualified professional for decisions that require specialized guidance.