Meeting Planner's Checklist

Planning Activity

What to Consider

Selecting a Site for Your Meeting  Meeting goals and objectives
 Total number of participants expected
 Preferred activities
 Preferred and optional dates
 Setting: Urban or Suburban
 Spouses or families attending
 Special needs
Using Recent Event History to Help Make Decisions About This Meeting or Conference  Past facility and service usage
 Past guestroom use (original block vs. actual usage)
 Past food and beverage guarantees vs. actual consumption
 Meeting and exhibit space used
 Audio visual equipment used
 Registration patterns
 Arrival and departure patterns
Deciding on Accommodations  Affordable vs. luxury accommodations
 Number of guestrooms needed
 Double or single occupancy
 Number of VIP rooms needed
Arranging Activities  Number, size, and usage of meeting rooms
 Exhibits and other special events or activities
 Catered meals, coffee breaks, and banquets
 Special requirements
 Insurance requirements
Booking Meeting Space  Types of seating
 Need for head tables, risers, or stage
 Audio visual equipment and operators
 Special power
 Special setups
 Meeting room rental
 Drinking water
 Diagram for each function setup
Selecting Function Rooms and Locations  Attendee comfort
 Environment matches goals of meeting
 Accommodations for people with disabilities
 Restroom accessibility
 External noise
 Food and beverage service, convenience
 Availability of floor plans with dimensions

Title Photos Courtesy of the Los Angeles Convention & Visitors Bureau
and UCLA Housing & Hospitality Services.