Meeting Planner Checklist

Congratulations!

Whether it’s an education seminar, an executive retreat, a family reunion or a corporate conference, you’re on your way to planning an engaging and irresistible event that will trigger celebration, collaboration, and community.

Planning a successful event, from a simple meeting to a multi-day conference, takes detailed planning and coordination. But, don’t fret – we’re here to help you organize the countless details, tasks and responsibilities.

We’ve outlined the essentials of each phase of meeting and event planning:

PHASE 1 – SET OBJECTIVES
Define your event’s purpose, as these goals and objectives will drive the meeting agenda and location. Create a complete profile of your event covering what type an event it is (incentive trip, board meeting, product launch, etc), who will attend and what their expectations are, and what has and has not worked in the past.

PHASE 2 – SET THE BUDGET
A carefully crafted spending plan is imperative to mapping out your meeting, keeping you in good books with your client, and guaranteeing that all event elements are aligned strategically and financially with your meeting objectives.

PHASE 3 – CREATE AGENDA
Determine and shape your event armed with your meeting goals and objectives. Map out possible-to-day itineraries, sessions, speakers, breakouts, activities and off-site events that would appeal to and benefit your target attendee.

PHASE 4 – SELECT LOCATION
Select a destination and event venue that will inspire, engage and lure event attendees. Consider which destinations fit your meeting goals and proposed agenda, as well as align with your attendees’ meeting habits and preferences the most.

PHASE 5 – NEGOTIATE CONTRACTS
After sending out your RFP and receiving multiple proposals from vendors, get yourself familiar with discounts, promotions, soft dates and off-peak savings to use as leverage during negotiations.

PHASE 6 – MARKET YOUR EVENT
Event marketing is crucial not only because it will fill up your event, but because it is the first experience that attendees will have with your meeting. Determine what kind of impression you want to make and set the tone for your event early on.

Vail Resorts Meetings + Events partnered with PlanYourMeetings.com to create a Practical Guide to Meeting Planning to help you ensure you have all the details covered.