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You are here: Small Meeting Timeline by: Lina Layiktez

Below is a scheduling timeline developed for a meeting of 150 executives. Please note that the timing for each of the steps is subjective and depends on the type of meeting and program particulars. Keep in mind that factors such as attendance, composition of attendees and funding will influence the timing of an event. With that in mind, peruse the timeline below and see if this is something you can use for your next event.

6 Months Out

• Establish meeting objectives
• Select several possible meeting dates and sites
• Collect initial budget data
• Contact possible meeting sites
• For international meetings, determine accessibility of prospective destinations and identify cultural considerations
• Conduct site tours
• Select destinations
• Determine negotiating strategies
• Establish working budget

4-6 Months Out

• Determine program and agenda
• Select speaker topics and speakers
• Negotiate and sign facilities contracts
• Contract with vendors
• Finalize recreation activities
• Fine tune budget details

3 Months Out

• Conduct site tour and review all program details
• Mail promotional materials, including program agenda

2 Months Out

• Select menus and meeting room setups
• Mail registration materials
• Determine communication and audiovisual needs for speakers
• Determine on-site administrative requirements: photocopiers, fax machines, signage, etc.

6 Weeks Out

• Finalize worksheet for facility
• Finalize food service and entertainment arrangements

4 Weeks Out

• Finalize AV and other details with speakers
• Assemble on-site collateral materials

3 Days Out to Post Meeting

• Hold pre-meeting with service units and facilities and review last minute changes to conference schedule
• Walk through program on-site, and review setup details
• Conduct on-site administration of meeting
• Final accounting and auditing of all invoices
• Post-meeting follow-up