Why Event Planning Guidelines?
• Establishes criteria for venue selection via use of
effective information collection and keeps planning and
planners on track
• Enables time for well thought out promotion, strategic
planning and budgeting
• Helps fine-tune event pricing structure, cancellation
policy, audience, attendance expectations, committee
• Provides ample time for choosing target date/s,
preparing budgets and for more realistic schedules
• Enables creation and review of a preliminary agenda,
preplanning of guest list, keynote speakers, etc.
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• Send RFP’s to prospective venues with meeting/event
requirements; Narrow it down to 3 choice venues and
negotiate; Visit venues regardless of whether a recently used
facility or a new site (request hotel discounts if applicable)
• Review contract proposal to ensure there are no “hidden fees”
and that costs are under control
• Schedule dates for promotions and communications – posters,
invitations, advertising, brochures, etc.; Establish PR needs,
press releases, media contacts, interviews, security needs, etc.
• Determine staff and outsourcing needs (e.g., consultants,
printers, lettershop, miscellaneous vendors, etc.)
• Finalize agenda, confirm keynote speakers, special VIP guests,
gifts for speakers, awards, contests, prizes, raffles, etc.
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• 1-2 hours before registration booth opens meet
with staff to prepare, review tasks, registration,
badges, programme, handouts, feedback
forms; Verify materials/supplies and rentals
were delivered; Walk-through, check signage,
kiosks, decorations, easels, etc.
• Monitor materials/supply inventory and update
• Collect data and business leads; Keep solid
documentation of procedures and progress;
Find time to network
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• Pack and inventory all materials and
collect event feedback forms (if any)
• Review invoices, bills, etc. and verify
amounts match budgeted figures
• Compile list for thank-you letter mailing
• Analyze collected data for final meeting
reports, evaluations, sales leads, etc.
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Before, During and After Event
Set up and walk
data and procedures
Before: Successful Event! After:
Negotiate; collect data;
Promote and Review invoices;
communicate; Assign Q&A Mail thank-you letters;
speakers; Finalize agenda Analyze data, final meeting
and choose awards reports, sales leads, etc.
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