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Early and thorough planning is vital for the success of your meeting. Here is a concrete reminder of the thousand things you will have to think about!
This timeline guide is for planning a meeting of about 100 people. Six months’ lead time is scheduled but adjust the task accordingly to the lead time you have.
6 months out
· Establish meeting objective(s,3), subjects to be covered, issues to be resolved, etc…
· Determine the attendees, both internal and external personnel: guests, speakers, VIPs
· Form the organisation team, create a list of tasks and responsibilities and assign them with completion dates
· Select possible dates, bearing in mind local holidays and other company’s events
· Select the possible facilities / destinations
· Do the first contact with providers: hotels/convention centres, audiovisuals companies, etc… and get more information from convention bureaus, tourist information centres, web sites…
· Define meeting program and agenda
· For meeting out of your vicinity, check on visa requirements, select a receiving agent for shipments and custom clearance
4 to 6 months out
· Communicate to attendees / potential attendees about the meeting: dates, venue of the meeting, basic information on the objective(s) of the meeting
· Refine meeting program and agenda
· Select topics and contact speakers, don’ t forget to get their audiovisuals requirements
· Select facilities and accommodation, negotiate and sign contracts. Also include the negotiation for on-site office and communication needs such as secretariat services, Internet provider
· Select providers for the different program needs, negotiate and confirm their services when possible
· For meeting out of your vicinity, make sure you make travel arrangements (e.g. with a destination management company, airlines or ground transport company)
· Order and confirm delivery of any custom-made gifts / stationery for the meeting
· Determine and set up arrangements for shipping
3 months out
· Follow up on all the items and tasks on the 4 to 6 months checklist, ensure that most tasks are being confirmed. If not, refine and finalise them.
· Plan and arrange airport arrival needs, meet-and-greet, security clearance and passes, if required
· See production samples of custom-made gifts / stationery
2 months out
· Confirm meeting program and agenda
· Reminder to potential attendees about the meeting that they need to register, update note to attendees about the meeting program and agenda
· Determine meeting rooms setup and signage needs
· Order signage
4 to 6 weeks out
· Reproduce materials for distribution
· Reconfirm all contracts with providers
· Send meeting information to attendees: participation requirements, venue details, etc.
· Ship materials to meeting sites (depending on destination)
· Prepare name badges for all attendees
1 week out
· Meet all the organisation team for a briefing. Cover all aspects of the meeting: administration, logistics and responsibilities. Review any changes to what was previously defined or decided.
· Ensure that all materials shipped have arrived.
· Meet with the facilities and accommodation provider to confirm procedures of charges reviews to master account and audit reports
· Review rooming list with accommodation’s front desk and confirm all preregistered attendees and procedures for check-in and check-out
· Meet with all providers to review the requirements and any last minute changes
· Coordinate airport meet-&-greet
· Set up on-site office and secretariat services, registration area and for distribution of welcome materials and gifts
After meeting
· Conduct sessions with organisation team and also with the appropriate providers: facility, accommodation, destination management agency, etc, to resolve any issues or give "thank-you’s" for job well done
· Send thank you letters to deserving providers and to people who have assisted you to make the meeting possible
