Here are some key areas to focus on when you begin planning a meeting or event:

1. The name of the company, association or department that the meeting is being planned for.

2. What kind of event is it? i.e. national sales meeting, client conference.

3. What is the objective of the meeting?

4. Will you have a theme for the meeting?

5. What will the event consist of i.e. opening/closing keynote speaker, luncheon entertainment, breakout sessions, workshops, cocktail party. Each segment should be separately organized and then incorporated into the overall event.

6. The number of days the event will take place over. Come up with a timeline.

7. Date of the event. Come up with a preferred date and have second and third choices.

8. Commencement date in the AM or PM and the date and time that the meeting will be over.

9. Size of the event. How many attendees are expected ?

10. Check the calendar to make sure that your date is free of conflict with religious holidays, other industry events etc

11. Determine the budget that you are working with.

12. Put together a plan for publicity, promotion and advertising.

13. Determine how many guest rooms and how many meeting rooms will be required.

14. Meals and food/beverages that will be available on-site.

15. Audio visual and sound equipment. What will be required?

16. Entertainment - will entertainment will bought in and be part of your meeting or be provided off-site?

17. Transportation - people/freight.

18. Insurance

19. Estimated overall expense.