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Planning check list

• Purpose - Clearly define the purpose of the meeting or event – different events will have different requirements and it’s a good idea to put down on paper exactly the type of event you are organising so that you can clearly plan its personality and refine details according to your requirements
• Participants - Think about the number of participants, the gender mix, the age profile of attendees and any special needs the might be relevant.
• Date - Decide the most suitable date. Try to avoid any dates that clash with major national or international events, other company or industry events or holidays. Is the date flexible or set?
• Timeline - Try to plan the meeting or event as far in advance as possible in order to secure the most suitable venue and to give yourself enough time to plan for every possible eventuality. producing invitations, event promotion, registration and production of meeting materials.
• Sessions - Create a plan for each session or activity, including expected attendance, seating arrangements, required setup times, starting and ending times and audiovisual and production needs.
• Food - List food and beverage requirements for each occasion, including meals, receptions and breaks.
• Transport – Think about all possible transport requirements. Is the venue served by public transport, is there adequate parking, will there be international delegates and if so, is the venue convenient to the airport?
• Entertainment and leisure – Put some thought into entertainment and leisure time requirements - is there sufficient options for group activities and/or team-building exercises?
• Administration – make sure you have the resources and a system in place for all aspects of event administration. Don’t forget the “smaller jobs” can be time consuming and more complicated than they appear at outset – allow for unexpected events. Have a process in place for essential producing name badges (ensure everyone’s name and title are spelled correctly!) and coordinate written material.
• Expenses - Don’t forget to account for sponsor expenses and expenses for meeting participants.