Determine the meeting purpose (training, board meeting, incentive, etc.).
Consider group size, gender mix and ages, and any special needs.
Determine meeting dates. Avoid dates that coincide with other company or industry events or holidays.
Are the dates and/or days of the week firm or flexible?
Plan the meeting in advance to secure the most desirable space.
Developing your meeting
Outline the sessions day by day, including expected attendance, seating arrangements, setup times required, starting and ending times, and audiovisual and production needs.
List food and beverage requirements for each day, including meals, receptions and breaks.
Consider air and ground transportation needs.
Plan entertainment and recreation needs, group activities and/or team building.
Prepare a timeline for producing invitations, event promotion, registration and production of meeting materials.
Designate an administrative person to create name badges and coordinate written material.
Budget for all sponsor expenses and figure cost ranges for meeting participants' expenses.
Does a keynote speaker need to be contacted
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