Management Timetable for Planning a Meeting
Here’s a Meeting Timetable to give you maximum coverage for maximum results–
Timetables vary depending on the size of the group, season, and facility used. The timetable below gives you the maximum coverage for maximum results. (For small meetings, you may need only half the time shown.)
18-24 Months Ahead
- Select dates
- Select a hotel or conference center
- Visit the facility
- Book meeting, banquet, and sleeping room space
- Prepare preliminary budget
- Negotiate with and obtain signed contract from facility
- Program development
12-18 Months Ahead
- Determine theme of meeting
- Begin search for speakers
- Plan business and social agenda
9-12 Months Ahead
- Contract with speakers
- Review program with facility
- Review spouse program with facility and ground operator
- Book sports events with facility or nearby properties
- Send first mailing
6-9 Months Ahead
- Correspond with participants; send reservations cards to participants (if appropriate)
- Have preliminary agenda printed
- Select menus for special theme functions
- Get name badges printed
- Have signs prepared
- Confirm special events
6 Weeks Ahead
- Finalize agenda
- Select final food and beverage requirements
- Get speaker special requirements, handouts
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