Convention and Meeting Planning Notes
Determine the meeting or event purpose.
Consider the size of the group.
Determine meeting dates.
Create an outline for each session or activity:
Required setup time
Food and Decorations Committee Notes
Decide what type of decorations to use and where they will
Map out where to set up exhibits, displays, food,
entertainment, and registration. Pay attention to the location
of electrical outlets.
Event Day what to Expect Notes
One Week Before
Send a copy of your press release and an information kit to
every media contact. Call to confirm coverage of your event.
Confirm all deliveries and pickups.
Give the Food Committee a final count of how many p
Food and Beverage Cost Effective Choices Notes
Evaluate the costs of different foods and beverages.
Don't compromise on quality.
However, if your budget is restrictive, consider reducing
the number of food functions you are planning for your
meeting or ev
Entertainment and Publicity Committee Notes
Plan activities and entertainment. Arrange for any necessary
stage, sound, and audiovisual equipment.
Develop a media contact list. Introduce yourself to contacts
at local radio stations and newspapers and ask t
Easy guide to planning an event Notes
What is an "Event"?
Events are large-scale activities put on by an Committee,
Volunteers or contracted professional which require much
larger-than-usual amounts of planning and money.
While an organization might host
Guess List and Details on Events Notes
Who will attend your event? How many people can you
How long will your event last?
Who will serve on what committee? Typical committees
include: workshops, entertainment and publicity,
exhibits and infor
Special Events Time Templates Notes
Some annual special events may require a few years to
become firmly established. Don't be disappointed if your
event isn't as well attended as you had hoped in its first year.
If it was well planned and executed and if
Request for Proposal Notes
Booking and Selecting a Venue
Choose a convenient location based on where your guests
are traveling from, their travel time and cost to reach a
Consider factors that may affect participation of the event.
Post Event Debrief Notes
One very good way to capture feedback while celebrating
successes is to organize a post event debriefing.
Attendance should be mandatory for committee
chairpersons and important operational people and optional
for all other volunt
Meeting Room Setup Basic Notes
Conference and Hollow Square:
E-shape, U-shape and T-shape:
Generally used for meals and sessions involving small
group discussions. A five-foot-round table seats eight
people comfortably. A six-foot-round table seats 10
Preparing for Unexpected Situations Notes
Ask to see a facility's standard contract, noting deposit,
payment, attrition, and termination and cancellation policies.
Make sure you have a binding contract. To be enforceable, a
contract must specify