Well I would hear what he/shes concerned about and what is the problem. Give them possible solutions on what we can do to help, if its not the solution she wants then I can address her to a manager and see how they can further her/him more in a better matter than I am.

A site or workspace is when you want a new place for collaborating on Web pages, lists and
document libraries. For example, you might create a site to manage a new team or project,
collaborate on a document or prepare for a meeting.

It refers to the part of a building, or sometimes an entire structure, open on one or more sides, with a roof supported by pilasters or columns. Often used as a meeting place or market.

I would first plan it out with my staff, set all needed preparations, then proceed only when everything has been considered and taken care of.

I used to organize corporate meetings for our department.