Meeting and Event Planning
General guidelines for organizing before, during and after an event
By Gloria Buono © [email protected]
917-701-1145
Gloria Buono (c) 2004 2
Why Event Planning Guidelines?
• Establishes criteria for venue selection via use of effective information collection and keeps planning and planners on track
• Enables time for well thought out promotion, strategic planning and budgeting
• Helps fine-tune event pricing structure, cancellation policy, audience, attendance expectations, committee establishments, etc.
• Provides ample time for choosing target date/s, preparing budgets and for more realistic schedules
• Enables creation and review of a preliminary agenda, preplanning of guest list, keynote speakers, etc.
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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.
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During Event
• 1-2 hours before 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
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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.
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Before, During and After Event Model
Business Result:
Successful Event!Sold-out event;
PositiveAudience
Q&A
Before:
RFPs;Negotiate;
Promote andcommunicate; Assign
speakers; Finalize agenda and choose awards
After:
Pack, collect data;
Review invoices; Mail thank-you letters;
Analyze data, final meeting reports, sales leads, etc.
During:
Pre-eventstaff meetings;Set up and walk
through; Monitordeliveries; Documentdata and procedures