Meeting & Event Check List Template printable pdf download

Meeting & Event Check List Template

Meeting & Event Check List

Planning is essential to an event's success! This comprehensive check-list can be adapted

to any type of event. How far in advance you need to start planning, depends on how complex the

event is.

Good luck!

At the very start

Define

The purpose and objectives of the meeting - to you.

What will the guests/delegates gain from participating.

Who will be the members of the planning group/event committee.

Who is the decision maker(s).

Who will be there to help on-site.

What do you want to happen. (Work out a preliminary programme/agenda).

When do you want it to take place. (Remember to check dates for other events). Can you be flexible on dates.

Where do you want it to take place. (Consider parking, transportation, accessibility for disabled etc.).

What is your budget. (Can you get extra funds if needed. Could you get sponsors.).

Whom do you want to attend. Estimate no. of guests/delegates.

How long would your event be.

Do you need to attract guests/delegates by PR. (Develop a relevant media contact list).

Do you need to insure the event.

Determine

the preferred venues and request their offers. Let your request include:

Preferred dates. And available optional dates.

No., seating format and size of meeting rooms and other facilities needed each day (incl. times).

Need for breaks, lunches, dinners, receptions etc.

No. and standard of bed rooms each day.

Type of guests/delegates.

Any special requests (e.g. exhibition, stage).

Budget.

State your preference packages &/or itemised rates.

Any other relevant information.

When you need the offer.

A rough draft of the programme.

Meeting & Event Check List Template