8/12/2019 Before the Big Meeting Your Pre Event Checklist

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Before the Big Meeting: Your Pre-Event Checklist

From touring meeting facilities, to creating invitations, eventplanning can be a lot of fun, but can also be stressful. Prepare

ourself !ith a soli" plan, in or"er to avoi" mistakes an" have a

successful an" fun event.

Choose a location

#hink about the things that our event nee"s. $ill there be a presentation% &o! man people "o ou e'pec

(houl" there be a pre-event area for registration, cocktails, or ven"ors% )o ou nee" breakout rooms% (electing t

proper venue is about more than *ust a fantastic location. +t has to be appropriate for our meeting, too. Momeeting facilitieshave e'perience "ealing !ith a variet of reuests an" are gla" for our business. ust be cle

about !hat ou !ant an" "o an in-person site tour, if ou are able. )ont forget to check parking availabilit, if o

atten"ees arent staing locall at a hotel.

Create the itinerary

$hat !ill our event be% / t!o-"a client appreciation e'travagan0a packe" !ith creative activities, or a four holunch meeting for a corporation% Big or small, that meeting nee"s an itinerar. Everone involve" nee"s to kno

!hat !ill happen, !hen, an" !ho !ill be "oing it. /n itinerar !ill also give ou an i"ea of !hat kin" of "etails o

nee" to "iscuss !ith meeting facilities, such as the necessar breakout for 12 that !ill nee" a special room !ith"r-erase boar".

Make a time line

$hile revie!ing meeting facilities, ou shoul" create an event time line. Make a list of all ma*or tasks that nee" be "one an" assign completion "ates. /""ing a fe! "as of 3cushion time4 to each "ea"line can be helpful. Man

the "ates !ork together. For instance, kno!ing !hen ou nee" to have 5(6Ps !ill help ou "etermine !hen to senthe invitations, an" also !hen ou nee" to create the invitations. $ith a time line, ou have a !a to make sure aevent tasks are complete" !hen the nee" to be.

Identify help

Events can be large creatures an" take a lot of man hours. +s there anone to help ou% You might not onl nee" he

preparing for the event, but also help e'ecuting it the "a7s8 of the event. Choose people that are reliable an" gi

them clear "irections. +f the are helping ou plan the event, communicate often, !ith perio"ic task list meeting

For those at the event, make sure ou clearl state the times the are to be !orking, !ith "irections to the locatioan" an outline of their *ob "uties. /t all times, make sure that all of our people have our email an" phon

numbers.

Create collateral

+f ou !ant people to come to our event, ou have to let them kno! about it. $hether ou prefer tra"itional maile

invites, emaile" invitations, or have a multi-level marketing approach !ith a"vertisements an" pro"uct launcheou !ill nee" to create some sort of event collateral. For the "esign, keep in min" the moo" of the event, fu

businesslike, or high-tech. $hether ou outsource the creation or "o it in-house, it is e'tremel important to "oub

check all content. 6erif all mentions of "ates, times, meeting facilities,an" entertainment. #ake our time !h

ou revie! it, an" perhaps ask a colleague to look for anthing ou might have misse".

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