"Tips For Meeting Planners"

Program Planning Guide

Successful meetings and conventions don't happen by chance. There's nothing more critical to the outcome of a conference than proper planning. To best serve your speaker and entertainment needs, it would be helpful to have the following information.

1. Organization: __________________________________
2. What kind of meeting: (annual, sales rally, managers conference, training
seminar, dealer conference, user group symposium, association convention,
trade show, incentive program, president's club, etc.)
__________________________________________________________________________
__________________________________________________________________________
3. Date(s) of meeting:
Arriving: _____________________________
Departing: _____________________________
4. Meeting site: __________________________________________________________________________
5. Audience:
(i) Who is the meeting for? ____________________
(ii) Number of attendees expected? ______________
(iii) Are spouses or partners invited? _____________
6. Purpose of meeting: (education, motivation, recognition and awards, product
introduction, incentive awards, winners circle, R&R, etc.)
__________________________________________________________________________
__________________________________________________________________________
7. Desired outcome for meeting:
__________________________________________________________________________
__________________________________________________________________________
8. Theme of meeting:
__________________________________________________________________________
9. What slots for speakers and entertainment need to be filled: (i.e. Keynote
or General Session presenters / Celebrities / Opening and Closing Speakers /
Breakout Seminar/Workshop Speaker / Banquet Entertainment / After Dinner
Show / Spouse Program / Special Events Programming, etc.)
_____________________________________________
__________________________________________________
10. Number of presenters needed? _________________
11. What should presenter(s) accomplish:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
12. How many presenters have already been booked: _________________________
13. Who are they: ________________________________________________________
14. Who else are you considering: _________________________________________
15. Which professional presenters have you used in the past: ______________
16. What did you like or dislike about them: ______________________________
17. What is your budget for presenters: ___________________________________