The six-month lead time modeled here unfortunately is often a luxury nowadays. It can be compressed into three months if need be.
Six Months Out
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Establish meeting objectives, subjects to be covered, and theme.
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Determine who is to attend, including local guests and other VIPs.
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Create checklist for all meeting segments and assign responsibility and completion dates.
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Select several possible meeting dates and sites.
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Contact CVBs, hotels/conference centers, and Web sites.
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Check references from planners of recent and comparable meetings and select facility.
Four to Six Months Out
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Inform potential attendees of date and place of meeting.
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Issue media release.
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Refine program and agenda.
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Select topics and speakers, including AV requirements.
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Negotiate and sign facilities contracts, including F&B, meeting room(s)/time of use, other clauses (e.g., attrition, indemnification, etc.).
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Contract with airlines, ground transportation, and a destination management company, as necessary.
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Order and confirm delivery date of giveaways.
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Determine shipping arrangements for materials.
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Select photographer, entertainment, and security vendors.
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Arrange for on-site office and communications needs, including Internet provider.
Three Months Out
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Obtain rights and permission for any material that you intend to reproduce.
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Arrange airport meet-and-greet, particularly if security clearance and passes are needed.
Two Months Out
- Determine meeting room setups.
- Order signage.
Four to Six Weeks Out
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Copy materials for distribution.
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Reconfirm arrangements with all suppliers.
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Send attendees information about the meeting, including facilities and location.
Two Weeks Out
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Ship materials in numbered boxes or containers to site and confirm acceptance and temporary storage location of materials.
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Prepare name badges for all attendees.
Three Days Out to Post-Meeting
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Brief staff about on-site responsibilities.
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Check inventory of supplies shipped in advance.
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Hold a pre-con meeting to review last-minute changes.
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Meet with facility accounting staff to confirm procedures for review of charges to master account.
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Confirm the information that is to be posted on reader boards.
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Provide a list of attendees, highlighting VIPs, to telephone operators. Review procedures with security staff.
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Review the rooming list with the front desk and confirm all preregistered attendees; inspect rooms that are assigned to VIPs and attendees requiring rooms that meet ADA standards.
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Check weather reports and review alternate arrival plans; coordinate airport meet-and-greet.
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Plan separate post-meeting followups with your own staff and facility, and issue specific gratuities.
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Send a thank-you letter to the facility.
Harvey Paul Davidson, CHME, CMP, chairman, Ad Hoc Committee, of Westfield, N.J., contributed to this timeline.
