• PHASE I PLANS ARE FORMULATED AND IMPLEMENTED
• PHASE II THE ACTUAL MEETING/EVENT
• PHASE III THE POST-MEETING/EVENT PERIOD

• Establish the meeting/conference format and dates
• Prepare preliminary operating budget
• Make site inspections and site selection
• Negotiate and contract facility to secure the best combination of service and price
• Establish planning/action timetable including all pertinent deadlines
• Arrange planning/committee meetings

• Assist with program development and/or speaker selection process
• Act as liaison between speakers and conference committee
• Obtain session presentation materials to design and produce conference proceedings
• Make arrangements for lodging, amenities and individual requirements of speakers
• Plan and conduct meeting for presenters

• Establish promotion plan—including research and procurement of mail lists, press packets and advertising
• Create and host event web site
• Design and produce promotional materials for print and web site

• Establish registration procedures
• Respond to telephone, mail, email and FAX inquiries
• Process registrations and accommodations; receive, record, and confirm
• Process payments; check and credit card
• Prepare registration/financial reports
• Prepare name badges, speakers cards

• Design meeting and function room set-ups
• Arrange for on-site office facilities, equipment, and services
• Determine audio-visual needs: order equipment and personnel
• Locate and organize an email center
• Order ground transportation
• Coordinate food and beverage functions including menu selection and/or creation of special menus
• Establish master billing and credit requirements
• Conduct briefing of meeting facility staff
• Obtain local informational brochures, restaurant guides and maps

• Provide exhibitor information packet including contracts
• Design exhibits floor plan and assign booth space
• Act as ongoing liaison with exhibitors

• Determine staff requirements
• Recruit volunteer or hire appropriate staff
• Communicate job requirements and schedule to staff
• Conduct staff training

• Select and purchase souvenirs, gifts and awards
• Design and produce signs
• Organize recreational/sightseeing activities
• Plan spouse program
• Negotiate airline travel and car rental discounts for attendees
• Negotiate and contract show decorator
• Make VIP arrangements
• Select and book music and/or theme entertainment
• Hire photographer and arrange floral decorations

Facility Management

• Provide liaison with meeting facility
• Check set-up of meeting and function rooms
• Supervise set-up of exhibits
• Confirm food and social function guarantees
• Distribute gratuities
• Coordinate materials delivery to session rooms
• Position signs and room locators

• Establish on-site procedures and arrange set-up
• Supervise on-site registration staff
• Distribute meeting materials and handouts
• Expedite check-in and check-out procedures

• Supervise press room and message center
• Handle special requests
• Arrange VIP greeting and amenities

• Review hotel master account
• Review and approve invoices for payment
• Provide closing Financial Reports
• Provide meeting summary

• Send individual acknowledgements to volunteers and staff
• Issue "thank you" notes to presenters and committee members