Large-Meeting Timeline
This scheduling timeline for a large international meeting and exhibit was adapted from a project management template, with 18 months lead time. There are typically more than 250 tasks on the template.
17-18 Months Out
Set objectives, meeting/exhibit dates, locale, theme, and format.
Conduct site visit.
Set preliminary budget.
Select freight company.
Negotiate hotel rates and blocks, sign hotel contracts.
Negotiate fares with official airline.
Select ground operator.
Select official car-rental agency.
Assemble exhibitor lists.
Set registration fees and policy.
Define promotional strategy.
Prepare first calendar notices and press releases for exhibit.
16 Months Out
- Arrange insurance coverage.
- Develop logo/graphics theme.
- Select exhibit service contractor.
- Establish exhibit space rates.
- Produce exhibit floor plan.
14-15 Months Out
Invite and confirm key speakers.
Determine preliminary F&B requirements.
Negotiate menus and prices.
Select translation equipment, if needed.
Mail first exhibitor promotion, if needed.
Adjust exhibit floor plan (continuous).
Prepare and mail first meeting announcements and promotional materials to prospective attendees.
13 Months Out
- Get speakers' AV needs.
6-7 Months Out
Produce and mail second promotion to prospective attendees.
Begin processing registration forms.
4-5 Months Out
Prepare and mail third promotion to prospective attendees.
Adjust budget.
Confirm AV and translation requirements.
Assign speaker locations/times.
2-3 Months Out
Adjust budget.
Open host-city bank account.
Finalize session schedule and room assignments.
Select and contract with AV supplier.
Produce and mail exhibitor services kits; include AV order form.
Finalize F&B schedule.
Finalize translation personnel and equipment, if needed.
Determine on-site staff needs.
Determine security needs.
Order office and communications equipment needed on-site.
Order signage.
Compile exhibitor directory.
Finalize on-site computer requirements for registration.
Review processing and billing activity with hotels.
1 Month to 6 Weeks Out
- Print conference guide.
- Print workbooks.
- Submit daily schedule to hotels.
- Produce badge and ticket stocks.
3 Weeks Out Through Day of Meeting
- Set up on-site office.
- Pack and inventory materials.
- Assemble registration packets.
- Finalize F&B guarantees.
- Make pre-event preparations on-site.
- Supervise meeting on-site.
Post-Meeting
- Pack and inventory materials.
- Reconcile finances.
- Do a post-budget performance review.
Want to use this article? Click here for options!
© 2012 Penton Media Inc.
Acceptable Use Policy blog comments powered by Disqus
Advertisement
Advertisement
Sign Up for Our Free E-Newsletters
Meetings Collaborative
Rate your experience with meeting venues and suppliers.
| Powered by: Meetings Collaborative | |
Latest Webinar
Global Meetings: Risk Management A to ZFebruary 28 | 2p.m. EST
Organizations take on more risk than usual when booking meetings outside the U.S. Join our expert panelists and learn how to assess your overall risk, write contracts that protect your organization, manage currency exchange rate fluctuations, keep your travelers safe, and much more.
View it on-demand now!
VIEW ALL ARCHIVED WEBINARS
Advertisement




















