Free 5 Step Conference and Meeting Planning Guide

Planning a conference or meeting can be daunting task but this easy to use guide takes you through the process and provides a great checklist to make sure you don't forget anything. The guide covers:

Step 1 - Document the plan

1. Event date or possible dates
2. Event duration and timings
3. Location options
4. Attendees - Min, max & likely number
5. Type of venue - Hotels, conference centres, unusual, historic, etc
6. Attendee requirements - Parking, transport access, diet, etc
7. Room layout – Boardroom, theatre, classroom, cabaret, etc
8. Breakout rooms/spaces
9. Business facilities – Wi-Fi, Video conference, etc
10. Food and drink - Breakfast, lunch, dinner, refreshments
11. AV equipment - Projector, screen, Speakers, PA, Etc
12. Communications - Graphics, handouts, presentations, publicity, etc
13. Leisure facilities needed
14. Accommodation requirements - Shared or single occupancy
15. Estimate the costs and set a budget - per person or total budget

Step 2 - Get the plan approved

1. By whom and when by

Step 3 - Get proposals from venues

1. Recommendations, internet search, agents, the press
2. Score each venue against the plan

Step 4 - View / contact the best

1. 2 or 3 options
2. Consider the cancellation policy
3. Negotiate the price or ask for extras

Step 5 - Book the venue

Download the 1 page printable version of the guide here