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sales@ruidosoconventioncenter.com

Event Planner Timeline

Event Planner Timeline

[accordion] [spoiler title="10-12 Months Out"]
  • Set objectives, meeting/exhibit dates, budget, theme and format
  • Determine who is to attend, including local guests and other VIPs
  • Create checklists for all meeting segments and assign responsibility and completion dates
  • Select several meeting dates and sites
  • Contact CVBs, hotels, conference center and Web sites
  • Conduct meeting and lodging site visits
  • Negotiate hotel rates and blocks, sign hotel contract
  • Negotiate transportation costs and availability
  • Assemble exhibitor listing
  • Define promotional strategy
[/spoiler] [spoiler title="9 Months Out"]
  • Develop logo and graphics theme
  • Produce exhibit floorplan
[/spoiler] [spoiler title="7-8 Months Out"]
  • Inform potential attendees of date and place of meeting
  • Refine program and agenda, select topics and invite speakers
  • Determine preliminary food and beverage requirements
  • Negotiate menus and prices
  • Arrange for on-site office and communications, including Internet provider
  • Determine materials shipping
[/spoiler] [spoiler title="6 Months Out"]
  • Confirm speakers and audiovisual needs
  • Collect speakers’ audio-visual needs
  • Begin processing registration forms
[/spoiler] [spoiler title="4-5 Months Out"]
  • Confirm audio-visual requirements
  • Assign speaker locations and times
  • Determine meeting room set ups
  • Finalize session schedule and room
  • assignments
  • Select and contract with audio-visual supplier if not available through meeting facility
[/spoiler] [spoiler title="2-3 Months Out"]
  • Adjust budget
  • Finalize food and beverage schedule
  • Determine on site staff and security plans
  • Order office and communications equipment needed on site
  • Copy materials for distribution and order or make signage
  • Finalize on site computer requirements for registration
  • Review processing and billing activity with hotel
[/spoiler] [spoiler title="1 Month - 6 Weeks Out"]
  • Print conference guide
  • Print workbooks
  • Submit daily schedule to hotel
  • Produce or confirm badge information with CVB
[/spoiler] [spoiler title="3 Weeks Out - Day of Meeting"]
  • Pack and ship materials to meeting site
  • Set up on site office, unpack and inventory materials
  • Assemble or confirm count with CVB for registration packets
  • Finalize food and beverage guarantees
  • Make pre-event preparations on site
  • Brief staff on responsibilities
  • Supervise meeting on site
[/spoiler] [/accordion]