Embed Size (px)
Citation preview
Meeting Planning Timeline: Making A Plan, Planning for
Success
Society of Government Meeting ProfessionalsA Gilmer Institute of Learning Presentation
www.sgmp.org
Idea for
Meeting
Meeting
Success
Steps in the Timeline1. Six to 12 months out
2. Four to six months out
3. Three months out
4. Two months out
5. One month out
6. One week out
7. Post conference
www.sgmp.org
Determine who will attend Select several possible meeting
dates and sites Contact hotel/conference centers
and visit relevant Web sites Submit your RFP through
SGMP’s RFP Connection
www.sgmp.org
Six to 12 Months Out:Once You Decide to Have the Meeting
Visit potential sites and consider: Distance from airportShuttle service and parking
optionsAccessible parking
Select potential sites, obtain referrals
Select a destination and facility
www.sgmp.org
Six to 12 Months Out:Once You Decide to Have the Meeting
Inform potential attendees of date and locationE-mailRegistration documents
Refine the program/agenda Confirm speakers
Send letter of confirmation with agenda Guidelines for preparing presentations Obtain presenter bio sketches
www.sgmp.org
Four to Six Months Out
Know your approximate numbers for food and beverage
Be sure to include ADA requirements Look for cost savings measures Include AV needs Identify taxes and service charges Review cancellation and attrition clauses Confirm meeting and sleeping room rate Sign contract
www.sgmp.org
Four to Six Months Out: Hotel Negotiations
Arrange local transportation needs Shuttles from the airport and train stationsVIP transportationTransportation to special events
Guests needing special assistanceInterpretersAccessible rooms Transportation
www.sgmp.org
Three Months Out
Determine meeting room set up Design seating for comfort and engagementWatch maximum capacity
Order signageWelcome bannersPodiums signsDirectional signsMessage boards
Communicate with attendeesHotel confirmationTransportation to venues
www.sgmp.org
Two Months Out
Send rooming list to hotel Finalize speaker travel Determine staff roles at event Order name badges and promotional
materials based on amount needed Finalize AV needs Finalize menus based on what is in season Communicate special dietary needs to chef
www.sgmp.org
One Month Out
Prepare conference bags and handouts Meet with internal and external meeting staff Run through AV requirements for special
and/or large events with technical staff Confirm signature authority Review emergency preparedness plans
www.sgmp.org
One Week Out
Post-con with venue Detailed review of billing statements Collect evaluations Evaluate challenges with internal staff Celebrate successes!
www.sgmp.org
Post Conference
Questions and Answers
www.sgmp.org
Thank you for participating in today’s workshop. You have earned one
educational contact hour.
Original content for this presentation developed by Charles Sadler, CGMP, CHSP, CHSC.
Edited by Lisa Silverman, MA, CGMP. November 2011
