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Set

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Use our Meeting Timeline to Stay on Track

Large Meeting Timeline:

Putting together a large meeting for your company or organization can seem an insurmountable task, and one of the biggest hurdles is knowing where to start.

This handy checklist will help you get organized and keep you on track as well as perhaps prompting you with ideas you may not have considered. Feel free to adapt the checklist to your needs, adjusting the dates to the amount of time you have available.

Don't get overwhelmed! Just jump in wherever you are and you won't be behind.

12 to 18 Months Out

  • Define the goal or purpose of your event.
  • Decide on dates.
  • Pick a general location. (Will you be in the city? Somewhere outside of it?)
  • Decide on a theme.
  • Decide on a format. (Will this be a sit-down dinner with formal awards ceremony? An afternoon meeting? A casual lunch?)
  • Set a preliminary budget using the GreenlightGuide.com Budget Planning Worksheet.
  • Use the GreenlightGuide.com Smart Planning Wizard to create a short-list of venues and vendors.
  • Conduct site visits.
  • Confirm venue and reserve.
  • Select a hotel and negotiate room rates and blocks.
  • Assemble guest list or exhibitor lists (for very large meetings or conferences).
  • Set registration fees and policies.
  • Decide on a promotional strategy.
  • Prepare press releases, save-the-date announcements, or other calendar notices.
  • Check with your insurance company to make sure your event is covered.
  • Meet with designers to decide on a logo/graphics for the event.

12 Months

  • Confirm key speakers and presenters.
  • Decided on preliminary food and beverage requirements. (Remember to include mid-day snacks and beverages when appropriate.)
  • Contact caterers from your GreenlightGuide.com short-list.
  • Negotiate menus and prices, including bar services and waitstaff.
  • Mail first promotional materials.
  • Obtain speakers' audiovisual needs.

6 Months

  • Mail promotional materials.
  • Begin processing registration forms.
  • Decide on music or entertainment.
  • Select a florist and/or hire a lighting designer.
  • Are gratuities and taxes included? Be sure to ask about all hidden fees and costs upfront.
  • Hire a photographer or videographer.
  • Hire an audiovisual specialist to produce video entertainment for the event.

4 Months

  • Make out the guest list (for smaller events).
  • Adjust your budget based on current RSVPs or expected head counts.
  • Design and print invitations.
  • Arrange for invitations to be addressed and stamped.
  • Order any branded materials including paper goods (napkins, matchbooks) and favors.
  • Design and print press kits and other promotional materials.
  • Order favors or samples to include in gift bags.
  • Confirm audiovisual setups and requirements.
  • Coordinate the agenda for guests and speakers.

2 to 3 Months

  • Adjust your budget based on current RSVPs or expected head counts.
  • Finalize agenda or schedule for speakers and meetings.
  • Contract with audiovisual supplier.
  • Finalize food and beverage menu, contract, and schedule.
  • Decide if you will need any additional on-site staff or security. (Remember parking attendants, registration needs, and additional waitstaff.)
  • Order signage. (Think about whether you will need to direct guests within the venue, outside breakout rooms, etc.)
  • Decide if you will need any computers or other office equipment on-site and arrange for it.

1 Month to 6 Weeks

  • Mail invitations (for smaller parties and events).
  • Finalize décor and flowers.
  • Send press releases.
  • Conduct a walk-through of the site and make note of any special equipment you may still need to order, location and number of electrical outlets, architectural details that may interfere with the program or entertainment, etc.
  • Print any materials to be handed out at the event, including schedules and maps.

1 Week

  • Determine accurate head-count (with follow-up calls if necessary) and give to caterer.
  • Print any nametags or tickets for the event.
  • Finalize table or seating assignments.
  • Arrange to deliver final payments to vendors.

1 Day

  • Assemble gift bags, press kits, or other giveaway items.
  • Do a final walkthrough of the event space.
  • Design and print invitations.

On the Day

  • Provide guest list or media list to staff members at the door.
  • Post signs or staff members to guide guests to the event space.
  • Set out table numbers or place cards.
  • Set out favors and other giveaway items.
  • Have fun!

After the Event

  • Pay bills.
  • Send follow-up press releases.
  • Send thank you notes.
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