Some people who plan meetings do so on a regular basis. There are meeting planners who work for large companies and associations who are Certified Meeting Professionals and have teams of people they work with for planning their meetings. If however you are planning a meeting for the first time and are unsure how to get started, there are some key areas you should focus on.
Consider the following:
1. The name of the company, association or department that the meeting is being planned for.
2. What kind of event is it? i.e. national sales meeting, client conference.
3. What is the objective of the meeting?
4. Will you have a theme for the meeting?
5. What will the event consist of i.e. opening/closing keynote speaker, luncheon entertainment, breakout Meeting Room Equipment sessions, workshops, cocktail party. Each segment should be separately organized and then incorporated into the overall event.
6. The number of days the event will take place over. Come up with a timeline.
7. Date of the event. Come up with a preferred date and have second and third choices.
8. Commencement date in the AM or PM and the date and time that the meeting will be over.
9. Size of the event. How many attendees are expected ?
10. Check the calendar to make sure that your date is free of conflict with religious holidays, other industry events etc
11. Determine the budget that you are working with.
12. Put together a plan for publicity, promotion and advertising.
13. Determine how many guest rooms and how many meeting rooms will be required.
14. Meals and food/beverages that will be available on-site.
15. Audio visual and sound equipment. What will be required?
16. Entertainment – will entertainment will bought in and be part of your meeting or be provided off-site?
17. Transportation – people/freight.
19. Estimated overall expense.
Careful planning and attention to detail will help to ensure a highly successful and memorable event