MEETING PLANNING ASSISTANCE CHECKLIST

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

Send guest rooming list to the hotel 

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

Prepare travel information sheet: Local transportation, Directions/maps

Self-pay participants AND/OR

Sponsored event

Coordinate participant air travel with designated travel agent 

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.) 

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

Collect participant evaluation forms 

Return shipment of meeting materials 

Review final meeting charges 

Update participant roster 

Speakers’ expenses and fee 

Printing 

Supplies (notebooks, name tags, etc.) 

Staff hotel per diem 

Food/beverages 

Audio/visual equipment 

Travel (staff and participants)