FROM 3 MONTHS OUT, OR AT TIME OF BOOKING
• Determine the objective of the meeting and develop the program and budget.
• Book meeting site and support services. (Check calendar of local events to avoid conflicting or inappropriate dates.)
• Send letters of agreement to hotel and suppliers.
• Set up master account for your meeting charges with the hotel (authorize who can sign charges).
• Invite speakers and inform them about your attendees and the facilities of the hotel, including audio-visual capabilities.
• Notify attendees.
• Make travel arrangements.
AT LEAST 5 WEEKS BEFORE YOUR MEETING
• Confirm menus, room setups and supplies in writing with your event manager.
• Monitor speakers’ presentation development and offer assistance in reproducing any handouts.
• Order signs and printed materials.
• Mail attendees the agendas, suggested dress and other instructions.
• Order gifts and amenities. Arrange deliveries of gifts (and meeting registration materials) with your hotel contact.
AT LEAST 3 WEEKS BEFORE YOUR MEETING
• Check with your speakers regarding the progress of their presentations, audio-visual and logistical arrangements.
• Submit rooming list to hotel and confirm arrangements for amenities.
AT LEAST 1 WEEK BEFORE YOUR MEETING
• Ship materials to arrive 24 hours before your arrival, and confirm arrival before leaving your office.
• Confirm all audio-visual requirements and produce slides.
• Make arrangements for shipping materials back to your office after the meeting.
• Confirm (72 hours in advance) your meal and beverage counts for the first day food functions.
• Take a complete master set of all handouts with you. (If your shipment of materials is lost or delayed, you can arrange to have your master set photocopied.)
• Review details and walk through your meeting space with your property event manager.
• Personally inspect shipped materials to be sure that all of your items have arrived and that they are in good condition.
• Check the hotel function board and front desk for posted times and locations of your functions.
• Check function space one hour in advance.
• Notify your event manager immediately of any changes in your plans or requirements.
• Sign banquet checks each day and keep an ongoing record of your on-site expenses.
CONCLUDING A SUCCESSFUL MEETING
• Meet with your event manager to review your sessions, charges and receipts.
• Share with your event manager the names of personnel who have provided extraordinary service.