How to be a Success at Planning an Event or Meeting

General guidelines in 3 easy steps for organizing before, during and after an event. This presentation illustrates necessities for solid meeting/event planning with general guidelines for organizing before, during and after an event. Can also be used as an aid in creating project schedules, checklists, promotions, strategic and marketing plans, etc.

Instructions

Difficulty: Moderate

Things You’ll Need:

• A well thought out plan, contact list, checklist

1. BEFORE EVENT
   
   -Send RFP’s to prospective venues with meeting/event requirements; Narrow it down to 3 choice venues and negotiate; Visit venues regardless of whether a recently used facility or a new site (request hotel discounts if applicable)
   
   -Review contract proposal to ensure there are no “hidden fees” and that costs are under control
   
   -Schedule dates for promotions and communications – posters, invitations, advertising, brochures, etc.; Establish PR needs, press releases, media contacts, interviews, security needs, etc.
   
   -Determine staff and outsourcing needs (e.g., consultants, printers, lettershop, miscellaneous vendors, etc.)
   
   -Finalize agenda, confirm keynote speakers, special VIP guests, gifts for speakers, awards, contests, prizes, raffles, etc.
2. DURING EVENT
   
   -One to two hours before the registration booth opens meet with staff to prepare, review tasks, registration, badges, programme, handouts, feedback forms; Verify materials/supplies and rentals were delivered; Walk-through, check signage, kiosks, decorations, easels, etc.
   
   -Monitor materials/supply inventory and update respective checklists
   
   -Collect data and business leads; Keep solid documentation of procedures and progress; Find time to network
3. Before, During & After Event Model AFTER EVENT
   
   -Pack and inventory all materials and collect event feedback forms (if any)
   
   -Review invoices, bills, etc. and verify amounts match budgeted figures
   Compile list for thank-you letter mailing
   
   -Analyze collected data for final meeting reports, evaluations, sales leads, etc.