How to Plan a Meeting

PlannerSource, Inc.

Planning a successful meeting or conference requires careful attention to detail at every stage, from initial concept to post-event follow-up. Whether you're organizing a small board meeting or a large multi-day conference, the fundamentals remain the same.

Step 1: Define Your Objectives

Before any logistics can be planned, you need a clear understanding of what the meeting is meant to accomplish. Who needs to be there? What decisions need to be made? What do attendees need to learn or experience?

Step 2: Establish Your Budget

Develop a comprehensive budget that accounts for all potential expenses including venue, food and beverage, audio/visual, transportation, lodging, and incidentals. Build in a contingency of 10-15% for unexpected costs.

Step 3: Select Your Venue

The right venue can make or break your event. Consider location, capacity, meeting room configuration, lodging availability, AV capabilities, and overall atmosphere. This is where PlannerSource adds tremendous value — our site selection services handle all venue research, RFP management, and negotiations at no cost to your organization.

Step 4: Develop Your Agenda

A well-structured agenda keeps the meeting on track and ensures all objectives are met. Build in adequate time for breaks, networking, and unexpected overruns.

Step 5: Manage Logistics

Coordinate all the moving parts: registration, room blocks, transportation, catering, AV setup, and on-site support. This is where working with a full-service meeting consultancy like PlannerSource provides the greatest efficiency gains.

Contact PlannerSource to learn how we can help you plan your next meeting or event.