Pre-Event Checklist for Meeting Planners

6-8 WEEKS BEFORE EVENT

Venue/Meeting Services

Ask for revised Event Order and check carefully; sign and return
Confirm event name/spelling etc. for venue marquee
Order signage (registration, directional, etc)
Program-Invitation-Promotion

Print and mail brochure/postcard/invitation
Announce on-line registration site/URL via e-mail to invitees
Update all event and registration information at all calendar of events sites
Set up Excel spreadsheet or other program to collect RSVP guest names
Download name badge template; secure name badges
Handouts or event Materials

If applicable, prepare notebooks or folders

3-5 WEEKS BEFORE EVENT

Program-Invitation-Promotion

Monitor RSVPs/attendance with regular reports
Begin 10-14 day interval of email reminders to invitees
Confirm volunteer assignments for program details
Assign hosts for speaker/s and VIP guests
Forward speaker and VIP bios or CVs to introducer or host
Secure thank-you gifts for speakers or VIPs
Pick up signage or create own
If applicable order ribbons for name badges
Send press releases to local media and others
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