Business Meeting & Event Planning For Dummies, 2nd Edition

Appendix

Checklist Heaven

Checklists are a meeting and event planner’s best friends. They alert you to tasks that might otherwise be overlooked, force you to think about your budget during every step of the planning process, and keep you organized and focused. This appendix contains just a few of the many checklists you might want to have on hand as you begin planning your meeting or event.

Small Meeting Checklist

Running a successful small meeting is almost as challenging as organizing a larger event. Use this checklist, along with the information in Chapter 3, to stay on top of the details.

• Decide on the purpose of the meeting (the meeting objective).
• Know exactly what the meeting needs to accomplish.
• Determine if the meeting is really necessary.
• Outline specific agenda items.
• Decide what messages(s) need to be communicated.
• Decide how you want people to feel when they leave.
• Choose the right meeting location.
• Find out how long the meeting will last.
• Invite only the people who need to be there.
• Assign participants specific roles during the meeting.
• Let participants know what they need to bring.
• Put together a written agenda.
• Set a date for when the agenda should be sent out to participants.
• Organize, if necessary, how attendees get to the meeting location.
• Find out about any special needs.
• Check on what specific materials and equipment are needed.
• Choose what refreshments and snacks are necessary.
• Stick to the agenda during the meeting.
• Evaluate the meeting after it is ...