The six-month lead time modeled here unfortunately is often a luxury nowadays. It can be compressed into three months if need be.

6 Months Out

• Establish meeting objectives, subjects to be covered, and theme.

• Determine who is to attend, including local guests and other VIPs.

• Create checklist for all meeting segments and assign responsibility and completion dates.

• Select several possible meeting dates and sites.

• Contact CVBs, hotels/conference centers, and Web sites.

• Check references from planners of recent and comparable meetings and select facility.

4-6 Months Out

• Inform potential attendees of date and place of meeting.

• Issue media release.

• Refine program and agenda.

• Select topics and speakers, including AV requirements.

• Negotiate and sign facilities contracts, including F&B, meeting room(s)/time of use, other clauses (e.g., attrition, indemnification, etc.).

• Contract with airlines, ground transportation, and a destination management company, as necessary.

• Order and confirm delivery date of giveaways.

• Determine shipping arrangements for materials.

• Select photographer, entertainment, and security vendors.

• Arrange for on-site office and communications needs, including Internet provider.

3 Months Out

• Obtain rights and permission for any material that you intend to reproduce.

• Arrange airport meet-and-greet, particularly if security clearance and passes are needed.

2 Months Out

• Determine meeting room setups.
• Order signage.

4-6 Weeks Out

• Copy materials for distribution.

• Reconfirm arrangements with all suppliers.

• Send attendees information about the meeting, including facilities and location.

2 Weeks Out

• Ship materials in numbered boxes or containers to site and confirm acceptance and temporary storage location of materials.

• Prepare name badges for all attendees.

3 Days Out to Post-Meeting

• Brief staff about on-site responsibilities.

• Check inventory of supplies shipped in advance.

• Hold a pre-con meeting to review last-minute changes.

• Meet with facility accounting staff to confirm procedures for review of charges to master account.

• Confirm the information that is to be posted on reader boards.

• Provide a list of attendees, highlighting VIPs, to telephone operators. Review procedures with security staff.

• Review the rooming list with the front desk and confirm all preregistered attendees; inspect rooms assigned to VIPs and attendees requiring rooms that meet ADA standards.

• Check weather reports and review alternate arrival plans; coordinate airport meet-and-greet.

• Plan separate post-meeting followups with your own staff and facility, and issue specific gratuities.

• 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.