In general, if your job title is "Meeting Planner" Event Coordinator "Program Director" shall include meetings, both internal or external, on a regular basis. Some meeting planners who work for large companies and associations are Certified Meeting Professionals and have groups of people with whom they work to plan their meetings with each team member responsible for a different aspect of design. However, if you are planning a meeting for the first time and are unsure how to begin, there are some key areas you should focus on. Set-up a spreadsheet and start gathering information and answering the following questions:
1. The name of the company or the service that the meeting is scheduled for.
2. What type of event is it? namely national sales meeting, client conference.
3. What is the purpose of the meeting?
4. You will have a theme for the meeting?
5. What will be the event that consists of opening and closing keynote speaker, entertainment, lunch, breakout sessions, seminars, cocktail parties. Each segment must be arranged separately and then incorporated in the general case.
6. The number of days of the event will be held on. Come with a timeline.
7. Date of the event. Come with a date and preferred second and third choices.
8. commencement of the AM or PM and the date and time that the meeting is over.
9th. Size of the event. How many participants are you expecting?
10. Check the calendar to make sure that the date is free of conflict with religious holidays, other industry events, etc.
11. Determine the budget you are working.
12. Put together a plan for advertising, promotion and publicity.
13. Location - where will the meeting? You'll be meeting in a convention center, hotels, resorts, historic property?
14. If the off-site meeting will be local in another country or city or another state?
15. Site visits may be in order to help determine the best location for your meeting. Once you choose the meeting site, determine how many rooms and halls will be required.
16. Start planning for meals and food / drinks will be available on site.
17. Audio / visual equipment and sound. What will be required? Do you want to use the services provided by the structure of which we have your meetings or work with outside vendors?
18. Entertainment - will be entertainment will buy and be part of your meeting or be provided off site?
19. Transport - people / cargo.
20. Insurance
21. Estimated total cost.
If there's a website with a page set up where you are advertising your meeting or event, it is really useful to keep updating the information there to keep members or potential members on developments point details, the dates i , location, facility, the area surrounding the meeting agenda. Think everything through carefully and attention to detail throughout the planning process will help ensure a successful and memorable event.
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