PLANNING TIMELINE

This timeline provides a checklist for your program. Adapt it to your own particular needs- establish your own "ideal" and "can't-miss" due dates.

FROM 3 MONTHS OUT, OR AT TIME OF BOOKING

Determine the objective of the meeting and develop the program and budget.

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 audiovisual 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, audiovisual 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 audiovisual 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.)

UPON ARRIVAL

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.

MEETING DAYS

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.