NCDSV

MEETING PLANNING ASSISTANCE CHECKLIST

Meeting Planning

• PRE-MEETING PREPARATION 

• Create timeline and checklist 

• Develop, design and distribute meeting promotion and marketing materials

• Negotiate with hotel for:  meeting rooms, sleeping rooms, audio/visual equipment, food/beverages 

• Find speakers/facilitators 

• Create meeting invitation list

• E-mail meeting announcement to invitation list 

• Receive and process registration forms 

• Create participant confirmation letter

• Collect information on speakers/facilitators 

• E-mail or fax participant confirmation letter and travel information sheet

• Arrange and finalize all catering

• FACILITATE RESERVATIONS

• Send guest rooming list to the hotel 

• OR, Monitor individual reservation call-in (observing hotel cut-off date for making reservations) 

• TRAVEL INFORMATION

• Prepare travel information sheet: Local transportation, Directions/maps

• Method of payment for participants travel 

• Self-pay participants AND/OR

• Sponsored event

• Coordinate participant air travel with designated travel agent 

• MEETING MATERIALS

• Create participant name tags 

• Develop training/seminar/conference agenda 

• Provide speaker(s) bio(s) 

• Create final participant roster: Alphabetize by participant last name, Group by jurisdiction/state and alphabetize by participant last name 

• Create participant tent cards, if needed  

• Develop participant meeting evaluation form 

• Assist with collecting meeting materials (printing, binders, packets, local restaurants/sites/ activities, etc.) 

• DURING MEETING

• Conduct meeting registration 

• Set up a resource room/display table 

• Approve charges to Master Account on a daily basis 

• Serve as primary hotel liaison/troubleshooter

• POST-MEETING

• Collect participant evaluation forms 

• Return shipment of meeting materials 

• Review final meeting charges 

• Update participant roster 

• BUDGET

• Speakers’ expenses and fee 

• Printing 

• Supplies (notebooks, name tags, etc.) 

• Staff hotel per diem 

• Food/beverages 

• Audio/visual equipment 

• Travel (staff and participants)