Meeting Planning Check List
Pre-Planning Check List
- Preliminary Budget
- Hotel Selection
- Site Inspection
- Room Block
- Meeting Space Requirements/Breakouts/Set-Up & Rehearsal
- Hotel Accommodations: on own or master account
- Online Web Registration
- Pre-and Post Stays
- VIP Upgrades
- Suite Requirements
- Staff Rooms
- Complimentary Allotment
- Dates of VIP Arrivals
- Speaker Needs or Speaker Ready Room
- Special Needs of Certain Guests
- Security Needs
- Photographers
- Signing of the Contract
- Off-Site Venues
- Activities: Golf, Tennis, Spouse Tours
- Registration Area
(Message Board)
- Office with Fax, Copiers, Etc.
- Computer Requirements
- Electrical Requirements
- Press Attendance
- Telephones
- Reservation Method: Rooming List, Calls In, Reservation Card or Housing Bureau
Transportation Needs
- DMC Selection
- Airline Selection and Ticketing
- VIP Pick-Up and Departures
- Airport Transfers
- Transfer to Off-Site Venues
Audio Visual Needs
- Do you Work with a Certain A.V. Company or Sub-Contract Out
- Sound System
- Video Taping
- Teleconferencing
- Staging with A.V.
- Transfer to Off-Site Venues
- Rear Screen or Front Screen Projection
Promotions/Printing
- Sending Out Initial Letter/Brochure
- Ordering and Sending Out Reservation Cards
- Brochure of Hotel in Mailing
- What Needs to be Printed
- Enticer Mailings or Corporate Promotional Gifts
- Signage
Food and Beverage
- Continental Breakfast or Full Breakfast
- AM and PM Breaks
- Lunch - Deli, Buffet or Sit-Down
- Reception (Light or Heavy)
- Dinner (Formal or Theme)
- Hospitality Suite
- Music/Entertainment
- Flowers for Tables, Decorations, Props, Plant Rentals, Etc.
Pre-Arrival
- Badges
- Putting Together Binders
- Meet with Convention Services Manager and A.V. Specialist
- Site Inspect Off-Property Events
- Locate All Boxes that Shipped
Arrival
- VIP Amenities
- Pre-Conference
On-Site
- On-site Registration
- Daily Review of Master Account
Departures
- VIP Transfers
- VIP Airline Departures
- Meeting Evaluation
- Gratuities and Tipping
- Speaker and Staff Expenses
Shipping
- Special Shipping Requirements
- How fast do the Materials need to be Shipped Back
