With your hostess Carolyn Barrett, CGMP

Represents the stakeholders Understands the goals and objectives Can take the goals and objectives and develop the

appropriate learning environment Understands the logistical challenges to

organizing an event Served as a planning member in the past

Panel Discussions Debate Roundtable Fishbowl Interview Seminar Workshop Press Conference Forum Hearing

Common carrier aircraft Government owned aircraft Train Bus Government owned vehicle Privately owned vehicle Rental car Taxi

Hotels and other venues Vendors Caterers Convention and visitors bureaus

Accepting a gift from a prohibited source that does not meet the gift criteria

Participating in a FAM when you have no intention of bringing government business to that venue or location

Using hotel points that have been earned for government meetings for personal stay

Using public office for personal gain

Dates and times 24 hour hold? Number and set up of meeting rooms Number of attendees for each room Audio visual needs

Food and beverage Menu prices Table decorations Menu items Fitness center passes AM/PM breaks Parking Comp sleeping rooms Use of business center

Free local calls Free internet service Guest room rates Meeting and exhibit

space Airport shuttle AV Any item or service

the government cannot pay for

Meeting space Continuous breaks Basic AudioVisual Miscellaneous, based on the venue

Letter of intent/agreement Contract Purchase order

Timing Security Contingency plans for delays or

cancellations Media attention Increased attendance Unexpected last minute requirements

Table top displays Pop-up displays Poster sessions Exhibit booths

Fresnel – channels light with a soft edge Leko – light podiums, signs or an area with a

tight focal point (spotlight) Parcan – similar to a floodlight – lighting

over a larger area Intelligent lighting – instruments that be

computer controlled Gobo- gels with logos

Date and time Name of the room Number of people Type of set up Front of room – (riser, podium,etc) Food and beverage Audio visual Special request – (wide aisle, material tables)

Theatre Classroom/Schoolroom U-shape Hollow square Banquet Crescent rounds Boardroom/Conference Chevron

Name of the event Contact info Catering and Sales

Managers’ info Date & time of

function Location Room set up

24 hour hold Food & beverage

needs AV needs Billing summary Signature of the

event planner Special requests

Sleeping rooms Meeting rooms Food and beverage Audio visual Business center fees Equipment rental Other selected items

Printed materials (programs, signage)

Logo on event letterhead

Give-a-ways Food and beverage

functions Social events Door prizes Table favors for meal

functions Flowers, plants and

event decorations

Copy machines, other equipment

Hospitality suites Banners Printing Promotions Speakers Mailings Web services In kind donations

(design services, registration)

Group history Audience (is it mandatory, has membership grown) Location Lodging requirements (singles or doubles, ADA, suites)

Letter from the host General agenda Session descriptions with date, time and

location Speaker bios Map of facility Info about special events Future conference dates

Dates, times and exact location of delivery of presentation

Contact info for both parties

Financial agreement to include fees, paid travel arrangements, per diems, accommodations and the terms of payment

Guidelines for selling products

Topic details and expectations

Dress code Agreement for audio and

video taping of presentation

Deadlines for AV needs Policy for printing and

distributing handouts Review of evaluation

process

Army Marine Corp Navy Air Force Coast Guard

Title of the project General description of the services needed Objectives (of the work) Specific Task Reporting Requirements Qualification Requirements Place and Period of Performance,

Workdays and Travel

Hotel Motel Conference Center Government owned meeting facility Bed and breakfast Military base Friend or relative’s home (only if you can

substantiate the costs and must have prior approval)

Airfare Local transportation Hotel room Meals Receptions Entertainment Other events designed to advertise the city

and its attractions

Venues you have used in the past Referrals from other venues Referrals from associates National Sales offices CVBs FEMA Approved hotels SGMP on line supplier guide Industry publications/guides Third parties

Site visit coordination and/or sponsorship Distribution of the RFP Information about the city for participants Promotional materials List of local suppliers/vendors Off-site facility info Transportation or shuttle services Housing bureaus for reservations Information regarding local laws and regulations