Are you planning a business meeting or day-long event that requires planning and preparation? The following business meeting or event planning checklist can be copied and pasted into a document and customized to meet your specific needs.
Planning Committee Initial Meeting
__strike a planning committee – choose a group of advisers to help determine the best options. Include a representative from upper management.
__choose possible dates – three possible dates to start is good as many factors rely on date e.g. availability of venue, presenters, etc.
__identify the participants and session leaders/presenters – enough to have a rough idea of numbers, number that are traveling or require special attention
__budget total – a ball park number for the total budget will help when selecting options for expenses
__draft agenda – a draft agenda at a high level including start and end times at this point will help when determining the venue requirements including, room set-up, AV and equipment needs
__Set a regular meeting time with the committee – meet once a month if you are three months or more away from the event.
Pre-Event Tasks
__get quotes from up to three venues that include room rental rates, hotel room rates (if applicable), catering and audio visual costs.
__present venue quotes to committee and get agreement on venue so it can be booked
__book external speakers and presenters
__send save the date email to participants and presenters with venue and start and end time information (more detailed agenda to follow later)
__create event plan – a table with the following columns: time, lead, day of tasks, name of activity, resources, description. Each row of the table is a separate item on the agenda. The resources column includes audio visual and supply needs for the activity. The day of tasks column is for the things that need to be done for this activity the day of the event. The description column includes a detailed account of what is planned including the minutes each sub-activity takes within this activity.
__finalize agenda
__finalize participant list
__book travel and accommodation for travelers
__finalize catering and audio visual (computer, projector and screen; flip charts and markers; microphones; tech support; teleconferencing equipment, recording equipment, camera and photographer)
__print name tags, tent cards and signage (directional signage, large agenda, etc.)
__purchase supplies or book special equipment
__print handouts – make at least 10% extra for surprise additions to the participant list
__print speaker’s notes
__save presentation(s) to memory stick, desktop of laptop, email it to yourself and print out a handout master (in case you have technical difficulties and need to send someone to make handouts)
__send conference line number, presentation(s) and handouts to dial-in participants – ask them to dial-in 10 minutes early to ensure the conference line is working properly.
__finalize room layout
__create and print evaluation form
Day of Event Tasks
__put up signage
__have someone monitor the phones for dial-in participants
__set-up room (tables, chairs, flip charts, projector and computer, handouts, posters, catering)
__sound check – check microphones, conference equipment etc. to make sure all participants (in person and dial-in) can hear
__greeters/registration - have someone at the door to greet participants and give them a name tag, handouts and mark them as present (if applicable)
Event Wrap-up
__pay invoices
__hold a debrief – review the lessons learned with planning committee and make changes to the checklist for next time
Planning a large event or business meeting should be done at least six months prior to the event if an off-site venue needs to be secured, flights and accommodations need to be booked and/or external speakers/presenters need to be booked.
Planning a conference? Check out this conference planning checklist.
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