Meeting Planning Timeline: Making a Plan, Planning for Success

1. Meeting Planning Timeline: Making A Plan, Planning for Success Society of Government Meeting Professionals A Gilmer Institute of Learning Presentation Idea for Meeting Meeting Success www.sgmp.org

2. Steps in the Timeline 1. Six to 12 months out 2. Four to six months out 3. Three months out 4. Two months out 5. One month out 6. One week out 7. Post conference www.sgmp.org

3. Six to 12 Months Out: Once You Decide to Have the Meeting • Determine who will attend • Select several possible meeting dates and sites • Contact hotel/conference centers and visit relevant Web sites • Submit your RFP through SGMP’s RFP Connection www.sgmp.org

4. Six to 12 Months Out: Once You Decide to Have the Meeting • Visit potential sites and consider: • Distance from airport • Shuttle service and parking options • Accessible parking • Select potential sites, obtain referrals • Select a destination and facility www.sgmp.org

5. Four to Six Months Out • Inform potential attendees of date and location • E-mail • Registration documents • Refine the program/agenda • Confirm speakers • Send letter of confirmation with agenda • Guidelines for preparing presentations • Obtain presenter bio sketches www.sgmp.org

6. Four to Six Months Out: Hotel Negotiations • Know your approximate numbers for food and beverage • Be sure to include ADA requirements • Look for cost savings measures • Include AV needs • Identify taxes and service charges • Review cancellation and attrition clauses • Confirm meeting and sleeping room rate • Sign contract www.sgmp.org

7. Three Months Out • Arrange local transportation needs • Shuttles from the airport and train stations • VIP transportation • Transportation to special events • Guests needing special assistance • Interpreters • Accessible rooms • Transportation www.sgmp.org

8. Two Months Out • Determine meeting room set up • Design seating for comfort and engagement • Watch maximum capacity • Order signage • Welcome banners • Podiums signs • Directional signs • Message boards • Communicate with attendees • Hotel confirmation • Transportation to venues www.sgmp.org

9. One Month Out • Send rooming list to hotel • Finalize speaker travel • Determine staff roles at event • Order name badges and promotional materials based on amount needed • Finalize AV needs • Finalize menus based on what is in season • Communicate special dietary needs to chef www.sgmp.org

10. One Week Out • Prepare conference bags and handouts • Meet with internal and external meeting staff • Run through AV requirements for special and/or large events with technical staff • Confirm signature authority • Review emergency preparedness plans www.sgmp.org

11. Post Conference • Post-con with venue • Detailed review of billing statements • Collect evaluations • Evaluate challenges with internal staff • Celebrate successes! Questions and Answers www.sgmp.org

12. Thank you for participating in today’s workshop. You have earned one educational contact hour. Original content for this presentation developed by Charles Sadler, CGMP, CHSP, CHSC. Edited by Lisa Silverman, MA, CGMP. November 2011 www.sgmp.org