Event Planner's Checklist

Three Months away from Meeting Due Date

Note: the larger the group, the earlier these steps should be taken

• Determine the Meeting Objectives with key decision maker(s), clarify the needs of the participants and develop a Tentative Meeting Agenda and theme that enhances your meeting objectives
• Determine Financial Objectives for meeting
• Confirm a City Venue and if needed, consult with local convention/travel bureaus and other resources
• Confirm Logistics with key internal decision makers
• Determine Number of Attendees and Number of Guest Rooms, and include in this count, staff and speakers
• Establish and carry out a tendering process (also called RFP's) contacting no less than three hotels in the destination to determine Guest Room Availability, hotel services and pricing
• Set up Hotel Site Inspection, make notes for objective comparison
• Secure the hotel space and supplier(s) Commitment in writing
• Negotiate your allotment of Complimentary Guest Rooms and upgraded rooms and suites
• Set Pre and Post Programs, if required
• Contact Airlines or the organization's travel agent to arrange travel to/from the meeting locations and Pre/Post Programs
• Determine need for Spousal/Guest/Youth Programs ask for recommendations
• Communicate a Logistics Memo to attendees with dress code, travel policy, etc.
• Determine a Media Plan, if required
• Ensure proper Insurance coverage for your meeting, especially when requiring exhibition space and large displays
• Develop Contingency, Emergency, and Security plans
• Determine Chain of Command and signing authority within your organization

Three Weeks from Meeting Due Date

• Check Details with Speakers sending reminders concerning their session details
• Submit updated Hotel Guest Room List including non-smoking, physically-challenged, special housekeeping requirements, arrival and departure times and confirm VIP arrangements.
• Confirm passenger list with Airline/Travel Agent
• Prepare Evaluation Forms for program, speakers and hotel
• Arrange Preconference Meeting with all key hotel personnel, for large groups
• Arrange, if needed, a method of Communication while On-site (walkie talkie, cellular phone, etc.)
• Confirm Posting Requirements for daily function boards and the conference website with the hotel
• Post any bio's or Information on the speakers on your conference website

At Least One Week from Meeting Due Date

• Ship Meeting Collateral to arrive 24-hours before and confirm arrival with hotel or sort out where the shipment is before leaving your office

Three Days from Meeting Due Date

• Confirm Food and Beverage counts including hospitality suites not less than 72-hours in advance

Photographs Copyright: Christine Livingston, Jeff Greenberg