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
Establish meeting theme and objectives
Establish meeting budget
Determine audience participants: the size of the group, facilitators, dignitaries, etc.
Select meeting date
Contact venue sites: convention centers, conference facilities, hotels, convention, and visitor bureaus
Check references of other meeting planners that have booked the facility
Select meeting locale and meeting site
Decide on topics and speakers/trainers that will address the topics and objectives of the meeting
Contact us to check on availability and speaker’s fee
Are you having a celebrity concert? Now is the time to contact us to book your headliner entertainment.
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
Decide on the length and the agenda of the meeting
Inform attendees of the date, place, and objectives of the meeting
Finalize facility arrangements
Decide on food and beverage arrangements
Finalize the specific meeting rooms and layouts required
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
Make all necessary hotel reservations for attendees attending out-of-town
Contract with proper transportation services
Decide on the use of giveaways. Order and confirm delivery date if applicable
Arrange for any on-site communication needs such as internet provider, telephone accessibility, office services, pagers, cell phone accommodations, etc.
Make all arrangements for shipping materials and confirm
Three Months In Advance
Determine what materials need to be reproduced.
Determine what materials need to be included in the registration packet
Arrange airport arrival requirements for meet and greet arrivals, ground transportation arrangements, designated luggage tags for group participants, etc.
Determine meeting room setups and notify the site of additional requirements
Order necessary signs, conference banners, and room signage
Four to Six Weeks In Advance
Reconfirm with all external vendors
Copy all materials that will need to be distributed
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
Prepare registration packet and name tags.
Ship all required materials in numbered boxes to the meeting site: request acceptance receipts and confirmation of arrival notification.
Confirm the number of attendees with the hotel and caterer.
One Week In Advance
Check weather reports for possible delays and determine a backup plan for weather-altering scenarios.
Coordinate delivery of special guestroom deliveries such as VIP gifts or employee incentive gifts.
Meet with the necessary security and parking officials to coordinate meeting logistics
Confirm rooming list with registration desk and procedure for check-in. Double-check rooms for VIPs and those with special needs.
Discuss with the front desk appropriate information to be included on on-site marquee boards
Meet with the accounting department of the site facility and confirm master billing procedures.
Check inventory of materials and supplies pre-shipped. Compile registration packets that will be distributed. Set up a separate registration area if necessary.
Conduct a meeting with personnel about on-site administration and delegate responsibilities where appropriate.
Post Meeting Follow Up
Send thank-you notes to the facility and to personnel that went above and beyond to ensure the success of the meeting.
Send thank-you notes to VIP’s for their attendance where appropriate.
Document meeting notes, prices, vendors, and suggestions for future meetings.
