Meeting Planner Guide

BUDGETING

Budgeting wisely for your meeting will allow you to be more accountable for the overall success of the meeting.

REQUEST FOR PROPOSAL PROCESS

After the preliminary research is complete, create a request for proposal (RFP). This allows a property to see, in writing, the information about your group.

SITE SELECTION

What factor is most important in picking a venue for your meeting? Availability? Price? Location? Quality of service?

MANAGING HOUSING

One of the most important jobs planners are responsible for is managing the room block.

EVENT REGISTRATION - PART 1

Whether an event will have 25 or 15,000 attendees, meeting planners are responsible for registering them.
 

EVENT REGISTRATION - PART 2

Event Registration process continued.

SELECTING/WORKING WITH SPEAKERS - PART 1

For many meetings, the extent to which speakers convey the envisioned message might be the single biggest determinant in whether the meeting is judged a success or failure.

SELECTING/WORKING WITH SPEAKERS - PART 2

Selecting/working with speakers continued.

MEETING ROOM SETUP - PART 1

The configuration of a meeting room has a direct bearing on a meeting’s effectiveness.  The ideal room setup can help achieve each session’s objectives. 

MEETING ROOM SETUP - PART 2

Meeting Room Setup continued.

FOOD AND BEVERAGE

For guests, one of the key factors of a successful meeting is the food and beverage component.

TECHNOLOGY/AUDIOVISUAL

Depending on the event, the technology/Audiovisual service will contribute a large part to the meetings success.

PRE- AND POST-CONFERENCES

Pre- and post-conference meetings with your staff, the facility and other vendors help to ensure a successful meeting and future successful meetings.

PLANNER REFERENCE LINKS

For more information about meeting planning, we are including websites and blogs recommended by Meeting Planners