Here is a basic outline on how to plan your meetings. Every meeting is unique and it is impossible to map out all the details here. Some meetings may need less then what is described, some much more. Hopefully this will get you started in the thought process.

Initial Planning

The decision to have a meeting has been made; now what happens?

• Determine the purpose of meeting: Tradeshow, conference, team building, seminars or a party?
• Who will be involved? CEOs, Board members, employees, suppliers, vendors, general public?
• Choose a date. Keep in mind holidays, events, and weather conditions.
• Determine budget.
• Do it yourself? Decide if you want to go do it yourself or go with a destination management or a meeting/event-planning consultant. Destination management companies get a commission so involve no extra cost and many times can negotiate prices that a PA who plans the occasional meeting can't. Depending on the event, meeting/event planners may charge a percentage of the total cost. This is common when planning an event such as a celebration dinner, which includes decor, entertainment, etc.

Select Venue

• Decide type of venue: Hotel, conference centre, rented hall, picnic area, etc.
• Research destinations and venues.
• Access accessibility: the distance from the airport and the shuttle and parking situation.
• Does the venue comply with disability regulations?
• What facilities will you need? Make sure the venue has what is needed.
• Does the venue have a business centre?
• Visit: If possible visit the venue and do a walk through. Check the sleeping room are as defined. Is the facility clean? Are you able to look at the kitchen for cleanliness? Do the meeting room have the necessary electrical outlets? Are emergency exits clearly marked?
• Negotiate a contract with the venue. This is where I have found the destination management consultant has helped the most; they know what to look for. Review cancellation and attrition clauses, room rates, catering, smoking, non-smoking rooms, taxes and surcharges, guarantee times, set up and tear down times, corkage fees, breach of contract and many other points in the contract.

Participants

• Inform participants of the meeting date and location.
• Will travel arrangements be necessary? Who is going to incur the costs?
• Any special requirements? Informing the participants should include a form or notice to be advised of any special needs in advance, dietary, special accommodation needs.
• Speaker guidelines: Inform speakers of guidelines for presentations, any speaker bios, deadlines, etc.
• Extra assistance needed? Determine if any attendees will need extra assistance.

What equipment will be needed?

• The venue: What equipment does will the venue provide at what cost?
• Will there be set up fees?
• Extra equipment: Will there been any audiovisual equipment needed, overhead, flip charts, presentation projectors, access to the internet, podium, white board. Will you it or bring it in yourself?

Registration and Master Account

• Who will handle the master account?
• Review the billing daily.
• Have a room list: monitor arrivals/departures.
• Bills: Make sure the room list spells out who is responsible for bills. Will telephone charges be covered? Mini bar?
• Compare the hotel's reservation list with your room list: ensure everyone has a room.
• How will check-in be handled?

Prior to the Meeting

• Review all contracts. Confirm menus to the catering/hotel. Submit any deposits.
• Give any last minute instructions.
• Prepare information for participants: such as packages and name tags,
• Ship materials (pins, first aid kit, pens, laser pointer, tape, scissors, and flashlights etc), promotional products and meeting package. There is usually a two to three day window of when a venue will accept materials.
• Set up and distribute an agenda.

The Day of the Meeting

• Confirm meeting space is set up properly.
• Is equipment in order? Has it been set up properly? Check all the AV equipment; make sure it is in working order.
• Temperature of the room: Is this satisfactory? Know who to go to adjust it.

Risk Management/When Things Go Wrong

• Ensure the venue has safety precautions: The exits should be clearly marked, meeting rooms should specify maximum occupants, and there should be a sprinkler system, smoke detectors, evacuation directions, and much more. Does the facility have an emergency plan?
• Read the fine print on your documentation.
• Copyright: If you have a speaker and handouts get permission from the copyright owner before reproducing or including any material from outside sources.
• Does the venue have a security system? Will your venue need security?
• Disasters: Ask the venue what their policy is on natural disaster emergencies and terrorism.
• Have a back up plan: Research restaurants in the area in case of catering problems or companies which provide tents for bad weather, alternate means of transportation for if your meeting materials don't show up on time. Think of what could go wrong and ways to react if the worst happens.
• Medical emergency: Know what to do if you have a medical emergency during the meeting.

Post Meeting

• Remember to distribute gratuities.
• Have any materials returned to your office.
• Review bills/invoices: Chase up any discrepancies. Finalise invoices and payments.
• Be considerate: Send “thank you”s to those who have helped and those you worked with.
• Feedback: If any evaluation forms were provided, follow-up and provide your feedback
• Prepare a financial summary on the event.