Good communication is imperative to a successful meeting. Take time to create a communication plan that includes the following:

Communication:

• Incorporate messaging and theme
• Design and distribute communication to all stakeholder levels
• Launch websites and registration
• Create event collateral

A detailed venue RFP will ensure all the information is communicated to the suppliers correctly. On larger programs, start with a Request For Information (RFI.) This template can be sent to CVBs and hotels to inquire about space and availability. Once you have confirmed which venues have space, the formal RFP can be sent requesting pricing and services.

Template attached: Request For Information (RFI/RFP)

Just the thought of managing a company meeting or event can seem so overwhelming. Resources are stretched so lean in corporations today, so adding yet another deliverable – like an upcoming event – can put an individual in a tailspin looking for the nearest cocktail!

Questions start running through your head like …Where to begin? What are the steps? How to track the details and stay on budget? What has to been done to create a successful event? How do I find another twenty hours a week to manage this event?

I’ve created a series of entries that will provide an overview on how to efficiently manage your next meeting or event with clear direction. The series specifically targets internal corporate planners and how to effectively execute an event within the structure of a corporation. Event Life Cycle Overview:

Step #1 – Program Development
Step #2 – Procurement
Step #3 – Communications
Step #4 – Program Management

Stay tuned as I outline each step with specifics and helpful tips…more to come.