Corporate Event Planning Checklist

with a social media component

  1. Venue searches for meeting space and/or sleeping rooms.
  2. Negotiate venue contracts.
  3. Generate and update rooming lists.
  4. Prepare social media campaigns to maximize attendance at convention
  5. Work with hotel or venue to prepare room set-up, food and beverage, and other hotel arrangements.
  6. Set-up audiovisual arrangements
  7. Contact all applicable vendors as needed.
  8. Prepare a marketing campaign to expose vendors to “app advertising opportunities”
  9. Prepare logistical and communication strategy for
    1. Clients, work with clients to develop meeting materials as necessary.
    2. Attendees, prepare room block reports as required by client
    3. Speakers and provide onsite support.
    4. VIPs, security and hospitality
    5. Vendors, agreements, contracts
  10. Manage data entry into conference database
  11. Create Social Media “storm”
  12. Create and process forms for
    1. registration,
    2. reimbursement,
    3. honoraria,
    4. evaluations, and
    5. other forms as needed
  13. Or eliminate the paper and use “mobile meeting apps”
  14. Create, duplicate, and assemble conference/review materials, including name badges, tent cards, signs, or packets, and other materials as requested by the client.
  15. Or eliminate the paper and use “mobile meeting apps”
  16. Correspond with clients and attendees via phone, email, fax, and mail and social media.
  17. arrange, facilitate, and otherwise support conference recordings
  18. Or eliminate the expensive recording services and use “mobile meeting apps”
  19. Arrange travel for sponsored attendees and speakers and VIPs.
  20. Use mobile meeting app to update speakers, and on site changes
  21. Provide travel support for non-sponsored attendees as necessary.
  22. Organize and process invoices from vendors involved in social media sponsorships.
  23. Track budget
  24. Develop optimized conference mobile friendly websites for logistical information and/or online registration

Note: a mobile meeting app and a mobile friendly website are not the same thing