Meeting Planner Survival Guide – a suggested timeline for your convenience:
Planning your next meeting or conference can be a daunting task, as many details and logistics are involved in producing a successful event. Here is a brief guideline to help you plan your next event:
Six to Eight Months In Advance
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Establish meeting theme and objectives
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Establish meeting budget
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Determine audience participants: the size of the group, facilitators, dignitaries, etc.
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Select meeting date
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Contact venue sites: convention centers, conference facilities, hotels, convention, and visitor bureaus
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Check references of other meeting planners that have booked the facility
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Select meeting locale and meeting site
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Decide on topics and speakers/trainers that will address the topics and objectives of the meeting
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Contact us to check on availability and speaker’s fee
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Are you having a celebrity concert? Now is the time to contact us to book your headliner entertainment.
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International considerations: Climate at time of the meeting, cultural considerations, third-party vendor contact information, banking arrangements, receiving agents for shipments needing to be secured through customs, interpreter arrangements
Four to Six Months In Advance
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Decide on the length and the agenda of the meeting
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Inform attendees of the date, place, and objectives of the meeting
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Finalize facility arrangements
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Decide on food and beverage arrangements
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Finalize the specific meeting rooms and layouts required
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>Have all decisions finalized in the contractual form, including appropriate clauses for display or use of competitive goods and services, issues of attrition, indemnification, arbitration, and other issues where appropriate
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Make all necessary hotel reservations for attendees attending out-of-town
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Contract with proper transportation services
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Decide on the use of giveaways. Order and confirm delivery date if applicable
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Arrange for any on-site communication needs such as internet provider, telephone accessibility, office services, pagers, cell phone accommodations, etc.
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Make all arrangements for shipping materials and confirm
Three Months In Advance
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Determine what materials need to be reproduced.
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Determine what materials need to be included in the registration packet
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Arrange airport arrival requirements for meet and greet arrivals, ground transportation arrangements, designated luggage tags for group participants, etc.
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Determine meeting room setups and notify the site of additional requirements
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Order necessary signs, conference banners, and room signage
Four to Six Weeks In Advance
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Reconfirm with all external vendors
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Copy all materials that will need to be distributed
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Send attendees information regarding meeting attire, agenda, hotel, and travel arrangements. Include pre-printed luggage tags and participation requirements, pertinent telephone numbers, and contact information.
Two Weeks In Advance
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Prepare registration packet and name tags.
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Ship all required materials in numbered boxes to the meeting site: request acceptance receipts and confirmation of arrival notification.
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Confirm the number of attendees with the hotel and caterer.
One Week In Advance
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Check weather reports for possible delays and determine a backup plan for weather-altering scenarios.
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Coordinate delivery of special guestroom deliveries such as VIP gifts or employee incentive gifts.
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Meet with the necessary security and parking officials to coordinate meeting logistics
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Confirm rooming list with registration desk and procedure for check-in. Double-check rooms for VIPs and those with special needs.
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Discuss with the front desk appropriate information to be included on on-site marquee boards
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Meet with the accounting department of the site facility and confirm master billing procedures.
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Check inventory of materials and supplies pre-shipped. Compile registration packets that will be distributed. Set up a separate registration area if necessary.
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Conduct a meeting with personnel about on-site administration and delegate responsibilities where appropriate.
Post Meeting Follow Up
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Send thank-you notes to the facility and to personnel that went above and beyond to ensure the success of the meeting.
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Send thank-you notes to VIP’s for their attendance where appropriate.
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Document meeting notes, prices, vendors, and suggestions for future meetings.