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Terms in this set (41)

In Advance
Determine the best date and time to ensure maximum attendance.
Make a realistic estimate of how many people will attend.
Select the restaurant or other facility at least four to six weeks in advance.
Confirm in writing the date, time, menu, cocktails, seating plan, number of guaranteed reservations, and projected costs.
Enlist one or more speakers four to six weeks in advance. If a speaker is in high demand, make the arrangements several months in advance. Agree on the nature of the talk, its length, and any audiovisual requirements.
Publicize the meeting to the membership and other interested parties. This activity should be done a minimum of three weeks in advance.
Organize a phone committee to call members 72 hours before the event if reservations are lagging.
Prepare a timetable for the evening's events. Organizational leaders, as well as the serving staff, should be aware of this schedule.
Decide on a seating plan for the head table, organize place cards. You can tell VIPs as they arrive where they will be sitting.
On the Meeting Day
Get a final count on reservations, and make an educated guess as to how many people might arrive at the door without a reservation.
Check the speaker's travel plans and handle any last-minute questions or requirements.
Give the catering manager a revised final count for meal service. In many instances, this might have to be done 24 to 72 hours in advance of the meeting day.
Check the room arrangements one to two hours in advance of the meeting. Have enough tables been set up? Are tables arranged correctly for the meeting? Does the microphone/projection system work?
Set up a registration table just inside or outside the door.
Designate three or four members of the organization to serve as a hospitality committee to meet and greet newcomers and guests.