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Meeting Planning Checklist
Below are some key tips on helping you plan a successful meeting.
| Six Months prior: |
- Determine your meeting's objectives, what you hope to accomplish, what the needs of the participants are, etc.
 Develop a tentative agenda that corresponds with your objectives
- Determine your financial goals for the meeting
- Select a meeting site.
A list of leading meeting locations nation and worldwide who specialize in special events and taking care of the unique needs of your meeting is available at WeddingLocation.com.
- If you can, set up a Website with information and registration for the meeting.
With the advent of the Internet, having a tool that can assist you 24 hours a day, 7 days a week is invaluable and will save you time and help keep you organized.
Advertise this Website on your voicemail greeting and in every correspondence that you possibly can.
- Book your meeting and sleeping rooms
(get everything in writing)
- Contact airlines (if applicable) for transportation to/from meeting
 Select support services
(most meeting locations have their own in house support services, so you may want to check with them first).
Here are some common support services used:
- Shuttle buses, limousines, and car rentals
- Entertainment
- Flowers
- Translator/Interpreter
- Customs Broker
- Printer
- Technology Specialist
- Audio Visual Equipment
- Multimedia Company
- Moving company
- Photographer/Videographer
- Security
- Evaluate the need for a guest, child or spouse program.
Work with your meeting location to set up activities for these individuals.
- Develop a program
 Select and invite speakers
- Develop a mailing list for both guests and the press
- Make sure you have proper insurance coverage for your meeting, especially when using exhibition space and large displays
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| 10 Weeks Prior |
- Confirm major speakers and arrange their housing
 Print up programs and invitations. Order signs and printed materials
- Send out a "save the date" email or announcement with details on meeting location, accommodations, etc.
- Arrange for security, entertainment and flowers (if applicable)
 Meet with facility's key personnel:
sales and catering staff to confirm event details such as room set up, meals, audio visual equipment needed, etc.
- Arrange additional rentals such as chairs, audiovisual equipment, etc (if not provided by meeting location).
Make sure you confirm with meeting location the logistics of the delivery and pick up of rental equipment.
- Make a list and confirm all delivery items to your meeting location (brochures, signs, etc).
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| 4 Weeks Prior |
- Send out invitations requesting responses 2 weeks prior to event
- Deliver information kits to participants
- Determine how many registration people you will need
 Finalize your menu and beverage selections with the catering manager
- Confirm floral deliveries
(don't forget to keep your catering manager at the meeting location in the loop regarding any delivery you have coming for your event).
- Get address for shipping materials to the meeting location. Check with meeting location catering manager about shipping policies.
- Establish registration procedure and set-up (make sure this gets communicated to catering manager)
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| 1 - 2 Weeks Prior |
- Ship materials to meeting location. Get a tracking number to confirm delivery
- Confirm material's arrival before leaving your office
- Always keep a master set of all handouts with you
 Check with all key speakers and presenters on their topics, roles, preparations, etc.
- Contact the media to remind them of the event
- Give your final attendee numbers to the meeting location's catering manager
- Print up nametags
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| 3 - 5 Days Prior |
- Make up a seating plan (if applicable)
 Provide guest lists to staff, key program people and company executive
- Stage a rehearsal or walk-through, if necessary.
 Confirm that programs, nametags, audio-visual and staging materials are ready
- If event is to be held outside, make sure you have a rain plan
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| 1 Day Prior |
- Review everything with your staff
 Debrief participants
- Give any last minute changes to your catering manager
 Walk through your meeting space and needs with your catering manager
- Double check signage for event
- Greet key speakers/presenters and agree on signals for stopping, starting, break times, etc.
- Review registration procedures (very important) with staff.
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| Day of Meeting (just prior) |
- Make sure all audiovisual equipment is functioning properly
and all persons are instructed in their proper use.
- Introduce yourself to your banquet captain and establish
how to get a hold of him/her if there is an emergency or need.
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| Before Leaving
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- Meet with catering manager or banquet captain at meeting
location to review sessions, charges and receipt.
 Do not assume
you will be "billed" for your event. Most meeting locations require
a credit application to be filled out (and approved) months in
advance if a company would like "direct billing" for their meeting/event
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| 1 Week After the Event
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- Send thank yous to all who participated
- Copy and distribute any speeches that were requested by attendees
 Evaluate how the event went with your team: identify key strengths, what went well and what you would do differently
for next time. Record this evaluation in writing
- Gather and put together any media clippings
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