Meeting Planning Assistance Checklist
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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.)
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Parent category: Life