CHECKLIST

Want to find out how to have a perfect event in Santa Fe? Our checklist will guide you through every step of creating a wonderful event.

MEETING PLANNING ASSISTANCE CHECKLIST

Download the checklist in PDF Format

4 MONTHS AND MORE PRIOR TO EVENT

• Establish event goals and objectives
• Select date
• Identify venue and negotiate details
• Negotiate with hotel and or Convention Center for:
  • meeting rooms
  • sleeping rooms
  • audio/visual equipment
  • food/beverages
• Book meeting site and support services. (Check calendar of local events to avoid conflicting or inappropriate dates
• Develop Event Master Plan
• Determine the objective of the meeting and develop the program and budget
• Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel, etc.) and create a budget
• Recruit event committee, event manager or chair and establish sub-committee chairs
• Create and launch publicity plan & brand your event (ensure staff and/or volunteers are identified to manage specific tasks – e.g., media relations, VIP coordination, printed material design & printing coordination, signage, online /social media, etc.)
• Invite speakers and inform them about your attendees and the facilities of the hotel, including audiovisual capabilities
• Confirm speakers/presenters/entertainers
• Identify and contact sponsors/partners
• Registration fees
• Set up/enable online registration
• Sponsor levels/amounts
• Send letters of agreement to hotel and suppliers
• Set up master account for your meeting charges with the hotel (authorize who can sign charges)
• Notify attendees
• Make travel arrangements

*start your planning as early as possible.

90 DAYS PRIOR TO EVENT

• Create timeline and checklist
• Develop, design and distribute meeting promotion and marketing materials
• Get bio information, photo
• Finalize presentation/speech topics
• 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 participant confirmation letter and travel information sheet
• Arrange and finalize all catering
• Investigate need for any special permits, licenses, insurance, etc.
• Determine and arrange all details regarding menu, A/V equipment, registration set-up, parking, signage, etc.
• Review security needs/plan for the event with venue manager
• Develop draft program
• Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)
• Develop publicity pieces -- e.g., newsletter articles and/or ads, radio spots, print blog posts articles for submission to other publications and/or ads, etc.
• Request logos from corporate sponsors for online and printed materials
• Develop and produce invitations, programs, posters, tickets, etc.
• Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit materials (e.g., speaker info, photos, etc.)
• Create event page on your website
• Enable/create email event notifications
• Create a Facebook event page
• Develop a promo video and post on YouTube and your Facebook page
• Register your event on a variety of online event calendars
• Create some buzz on your blog or member forums
• Determine VIPs and create invitation & tracking document (e.g., spreadsheet)
• 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

2 MONTHS PRIOR

• Send reminders to contact list re registration/participation
• Confirm travel/accommodation details
• Request copy of speeches and/or presentations
• Sponsorship: Follow up to confirm sponsorships and underwriting
• Release press announcements about keynote speakers, celebrities, VIPs attending, honorees, etc.
• Post your initial event news release on your website and circulate to all partners, affiliated organizations, etc
• Confirm menus, room setups and supplies in writing with your event manager.
• Monitor speakers' presentation development and offer assistance in reproducing any handouts
• Order signs and printed materials
• Include the agendas, suggested dress and other instructions on your website
• Order gifts and amenities. Arrange deliveries of gifts (and meeting registration materials) with your hotel contact.

2 WEEKS PRIOR

• Have all committee chairs meet and confirm all details against Master Plan – and ensure back-up plans are developed for any situation (e.g., back-up volunteers as VIP greeters, additional volunteers for registration or set-up, etc.)
• Finalize event script
• Brief any/all hosts, greeters, volunteers about their event duties and timelines
• Final seating plan, place cards, etc.
• Provide final registration numbers to caterer
• Make print and online copies of any speeches, videos, presentations, etc.
• Final registration check, name badges & registration list
• Determine photo op and interview opportunities with any presenters, VIPs etc. and confirm details with interviewee and media
• Check with your speakers regarding the progress of their presentations, audiovisual and logistical arrangements
• Submit rooming list to hotel and confirm arrangements for amenities
• Ship materials to arrive 24 hours before your arrival, and confirm arrival before leaving your office.
• Confirm all audiovisual requirements and produce slides
• Make arrangements for shipping materials back to your office after the meeting.
• Confirm (72 hours in advance) your meal and beverage counts for the first day food functions.
• Take a complete master set of all handouts with you. (If your shipment of materials is lost or delayed, you can arrange to have your master set photocopied.)

DAY BEFORE

• Pre-conference meeting with necessary staff
• 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.)
• Confirm media attending
• Ensure all signage is in place
• Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank name badges, paper, pens, tape, stapler, etc.)
• Ensure all promo items, gifts, plaques, trophies, etc. are on-site
• Review details and walk through your meeting space with your property event manager
• Personally inspect shipped materials to be sure that all of your items have arrived and that they are in good condition
• Check the hotel function board and front desk for posted times and locations of your functions.

DURING MEETING

• Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for VIP guests, seating charts and guest lists with you
• Check-in with each Committee Chair to ensure their team is on track
• 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
• Check function space one hour in advance
• Notify your event manager immediately of any changes in your plans or requirements
• Sign banquet checks each day and keep an ongoing record of your on-site expenses

POST-MEETING

• Meet with your event manager to review your sessions, charges and receipts
• Share with your event manager the names of personnel who have provided extraordinary service.
• Collect participant evaluation forms
• Return shipment of meeting materials
• Review final meeting charges
• Update participant roster