Pre-Meeting/Event/Conference Preparation Tips

• Review your hotel contract deadline dates and confirm your final meeting budget
• Begin preparing convention brochures
• Prepare a list of hotel function areas and specifications
• Compile your list of speakers and topics
• Refine your master format for general sessions, workshops, luncheons and social events
• Start plugging all these functions into appropriate spaces

• Begin selecting presenters
• Mail and/or email your first brochure announcing the meeting/event to attendees and exhibitors
• Begin assignment of exhibit space and mail each exhibitor their confirmation letter
• Begin receiving registrations for exhibit space and from attendees

• Identify materials for registration packets
• Design and print all tickets or badges as necessary
• Select food and beverage menus
• Select and order speaker gifts

• Two to four months before the convention mail and/or email a reminder of the meeting/event
• Review sleeping-room assignments and transportation arrangements for both guest arrival and conference pickups and confirm session schedule, meeting room assignments and function-room diagrams with hotel service managers
• Finalize food and beverage menu selection

• One to two months print your program workbooks and handouts, as well as your convention program, if needed
•  Put together housing accommodations for your staff and VIPs

• Print all on-site materials (signs, registration information, etc.)
• Send all conference materials for early shipment to the hotel or site where you’re holding your meeting/event

• Finalize the time and agenda for facilities and suppliers
• Establish onsite staff meeting schedules
• Be sure to verify VIP arrivals and schedule airport pickups
• Inventory all shipments and supplies
• Plan a Pre-conference meeting with the hotel and staff

Onsite Meeting/Event/Conference Tips

• Check audiovisual equipment one day before presentation begins
• Place direction signs and large posters outside conference/meeting rooms
• Place direction signs throughout the hotel and if needed outside of the hotel
• Set up a registration table one - two hours before attendees are to arrive
• Welcome attendees
• Distribute name badges, final agendas and materials
• Distribute giveaways, handouts
• Confirm timing for meals, breaks
• Plan post-meeting follow-ups with your staff and facility staff

Max’s Top Ten How To's

1. Arrive early the day before your meeting to check in and relax before reviewing the details (request an early check-in prior to arrival)
   
   
2. Request a pre-conference no matter how small your group
   
   
3. Setup a meeting with the Chef and/or a representative from food and beverage the day before to review your menus, ensure the highest quality of food and service, and discuss any special requests
   
   
4. If possible, walk through the meeting space before your meeting to familiarize yourself with the area, including where the light switches are located, who to call if the temperature needs adjusting, where to go for A/V assistance, etc.
   
   
5. Walk through the hotel to understand how attendees could lose their way to the meeting space, so you know where to post your signage
   
   
6. At the very beginning of your meeting, review your cell phone and Internet policies for the attendees
   
   
7. Ask your sales manager what other events are taking place in the hotel and/or city that could help or hinder your meeting
   
   
8. Ship all your supplies to the hotel instead of trying to find them locally in order to avoid time deprivation and not being able to find what you need
   
   
9. Request that the front desk call you when your VIPs check in so you may greet them with a call or in person
   
   
10. Request a post-conference with the hotel to review the meeting and any necessary changes for your next meeting or program