Meeting Planners Guide To a Successful Event

Eight months in advance

• Establish the meeting theme and objectives.
• Establish a budget.
• Establish your audience: size of group, number of facilitators and speakers.
• Select the meeting date.
• Contact convention centers, conference centers, hotels, tourist and visitor bureaus in the area; select meeting venue.

Six months in advance

• Finalize the length and the agenda of the meeting.
• Decide on speakers/trainers that will address the topics and objectives of meeting; contact speakers bureau to check on availability and fees; book speakers.
• Make facility arrangements, including catering and specific meeting rooms you’ll need. Have all decisions finalized in a contract with the venue.
• Block hotel rooms for out-of-town attendees.
• If you plan to have a vendor area, decide which vendors you wish to make available to your participants, and send invitations to participate.
• If you plan to offer entertainment, select and book.
• Create and send invitations/programs to attendee list including the date, place and objectives of meeting, and organize the “RSVP” system.

Three months in advance

• Decide what materials need to be included in registration packet; organize materials to be printed.
• Arrange meet and greet for airport arrivals, ground transportation arrangements, etc.
• Plan meeting room setups and notify site of any additional requirements.
• Order necessary directional or welcome signs, conference banners, and room signs.
• Order necessary directional or welcome signs, conference banners, and room signs.
• Make all arrangements for shipping materials.
• Arrange for any on-site communication needs such as internet provider, telephone accessibility, office services, cell phone accommodations, etc.
• Decide on the use of giveaways. Order and confirm delivery date.
• Send follow-up to original invitation to invitees who have not responded.

Four to six weeks in advance

• Reconfirm with all external vendors.
• Copy all materials that will be distributed.
• Send attendees information regarding meeting attire, agenda, hotel and travel arrangements, pertinent telephone numbers and contact information.

Two weeks in advance

• Prepare registration materials and name tags.
• Ship all required materials in numbered boxes to meeting site. Notify venue about shipment and expected arrival date, and ask for confirmation of arrival.

One week in advance

• Check weather for possible delays and develop a plan, if necessary.
• Coordinate delivery of special guest room gifts.
• Coordinate final logistics with security and parking staff.
• Confirm room list and check in procedure with registration desk, along with rooms for VIPs and attendees with special needs.
• Arrange for use of site marquee boards if available with venue manager.
• Confirm billing procedures.
• Check inventory of shipped materials.
• Meet with your staff about on-site coordination and assign responsibilities.

Follow up

• File all prices, vendors, and “lessons learned” for future meeting planning.