Meeting Planning Checklist

It’s Go Time!

 
 

Once you’ve established the framework for your meeting, you’re ready to reach out to your meeting planner at the Elara Convention Center to start discussing the details of your Midwest Meeting! Get started now by setting up an organizer with sections for each stage of the planning so you can stay on top of every last detail.

  • Schedules

  • Contacts

  • Ground Transportation

  • Meeting Room Setups

  • Audiovisual Equipment

  • Recreation

  • Entertainment

  • Budget

  • Rooming List

  • Event Communications

  • VIPs

  • Food & Beverage

  • Speakers

  • Spouse Programs

 

3 to 5 Months Out

  • Determine the objectives of your meeting

  • Get your budget approved

  • Check calendar of events taking place near your desired venue to avoid conflicts

  • Book Elara Convention Center and necessary hotel rooms

  • Speak to our Meeting Planners about menus and meeting room needs

  • Set up master account for meeting charges and determine who can sign for charges

  • Invite speakers and provide scope of desired presentation

  • Invite attendees

  • Make travel arrangements

  • Decide on any marketing needs, begin creative development

At Least 1 Month Out

  • Confirm menus, room setups, and supplies in writing with our Meeting Planner

  • Reach out to speakers to check on their presentations (they’ll likely need urging)

  • Inform hotel of guest arrival time so front desk can be properly staffed

  • Order gifts and amenities

  • Order signs and printed materials

  • Introduce any marketing materials into market

  • Mail agenda and any brochures to attendees; suggest a dress code and arrival times

    3 Weeks Out

    • Check in again with speakers; offer assistance with A/V and handouts

    • Reconfirm quantity of hotel rooms needed - reconfirm amenities

1 Week Out

  • Ship materials to Elara Convention Center so they arrive at least 24 hours before your arrival

  • Confirm all outside equipment orders (like A/V)

  • Make arrangements for shipping materials back to your office after event

  • Finalize food and beverage counts for the first day of events

  • Finalize needs for outside tickets/entertainment sources

  • Take a master copy of all handouts and brochures; in a pinch you can arrange to have them copied

  • Take a deep breath; you’re almost there

 

Your Meeting Planning Timeline

These are general guidelines to keep you on track about what needs to be done when. You may be on a tighter timeline or have a luxurious amount of time to prepare for your event. Generally, you’ll want to start your meeting planning three months in advance so your attendees can arrange their schedule, speakers can begin to prepare, and you can relax a bit.. Every program is unique, so you’ll need to adapt to fit your specific meeting plans.

Day Before Meeting

  • Review details with our Meeting Planner

  • Inspect all shipped materials

  • Inspect signage and convention center message boards

  • Ensure rooms have proper amenities

Meeting Days

  • Check all function spaces one hour before use

  • Notify our Meeting Planner immediately of any changes

  • Meet with our Meeting Planner every afternoon/evening to go over itemized costs for the day

  • Sign checks and keep ongoing record of expenses

  • Be available for attendees; be patient if they offer advice or criticism (it’s been known to happen); thank them warmly for compliments.

As your meeting draws to a close, sit down with our Meeting Planner to review all your sessions and your charges. Be sure to praise the performance of staff who have provided exceptional service. Consider circulating a survey or a feedback form to attendees to assess success of the event and areas for improvement. Pat yourself on the back for a job well done!