Meeting Planner Questionnaire

Meeting Planner Questionnaire

Eagles Talent Speakers Bureau Checklist

There’s nothing more critical to the success of a meeting than proper planning. Proper Planning requires knowing (a) the Purpose for the Event and (b) the particulars that will make the event run smoothly. Don’t overlook the details.

Click a section to skip down to a specific topic of the questionnaire:

  1. Define Your Organization
  2. Type of Meeting
  3. Meeting Dates
  4. Meeting Sites
  5. Attendance
  6. Purpose
  7. Agenda
  8. Program Selection
  9. Meal Functions
  10. Audio/Visual
  11. On-Site Accommodations
  12. Recreation
  13. Transportation
  14. Budget

If you would like personal guidance from our team of program experts, click here or call us at 1.800.345.5607.

 

1. Your Organization
 
Division:
 
_____________________
 
   
     
2. Type of Meeting:
 
 
What kind of Meeting (annual, sales, managers conference, training, seminars, dealers, users group, president's club, incentive, etc.):

__________________________________________
 
 
3. Meeting Dates:
 
 
Arrival Time:   _____________________

   
Departure Time:   _____________________
 
 
4. Meeting Site:
 
 
Proposed site:   _____________________

 
Address:
  _____________________

   

  _____________________
     

  _____________________

   
     
Contact person at site:
     
Title:   _____________________

 
Phone No.:   _____________________

 
Mobile:   _____________________

 
E-Mail:   _____________________

 
Fax No.:   _____________________

 
 
5. Attendance:
     
Who is the meeting for:   _____________________

 
Number of attendees expected:   _____________________

 
Are spouses or partners invited:   _____________________

 
What special guests will be invited:   _____________________

 
Which senior officers are likely to attend:   _____________________

 
    _____________________
     
    _____________________
     
    _____________________
   
    _____________________
     
    _____________________
   
   
Who else in the organization is likely to attend:   _____________________

 

  _____________________
   

  _____________________
   

  _____________________
   

  _____________________
   

  _____________________
   
   
6. Purpose:
 
 
What is the purpose of this meeting:    _____________________

 
What is the desired outcome:   _____________________

 
What is the meeting theme:   _____________________

 
What will the theme mean to the attendees:   _____________________
 
 
7. Agenda:
 
     
What is the agenda for the meeting:    _____________________

   
Who is in the meeting (designing) committee:    _____________________

   
Name:    _____________________

 
Title:    _____________________

 
Phone:    _____________________

 
Mobile:    _____________________

 
E-Mail:    _____________________

 

 
Who else is in the meeting (designing) committee:  

   
Name:    _____________________

 
Title:    _____________________

 
Phone:    _____________________

 
Mobile    _____________________

 
E-Mail:    _____________________

 

   
 
8. Program Selection: (Call Eagles Talent Speakers Bureau at 1-800-345-5607 for ideas and suggestions.)
 
     
What type of programs will be required:
  _____________________

 
What topics need to be addressed:   _____________________

 
     
     
What type of presenters will be required (Informational, Educational, Motivational, Internal, industry-related, outside, professional, celebrity, etc.):

 

What slots for speakers and entertainment need to be filled:   _____________________

 

  _____________________
   

  _____________________
   

  _____________________
   

   
Keynote or general session presenters:   _____________________

 
Celebrities:   _____________________

 
Opening:   _____________________

 
Motivational Speaker:   _____________________

 
Closing speaker:   _____________________

 
Breakout seminar/workshop speaker(s):   _____________________

 
Banquet entertainment:   _____________________

 
After-dinner show:   _____________________

 
Special spouse program:   _____________________

 
Special events programming:   _____________________

 
     
     
How many speakers will be required:   _____________________

 
What entertainment will be required:   _____________________

 
What is the total budget for speakers and entertainers:   $______________________
 
 
 
9. Meal Functions:
 
     
How many meal functions will be required:   _____________________

 

 
List each breakfast, lunch, dinner and special event separately, specifying dates, time and number of attendees expected.
     
     
     
Will a welcoming reception function be required:   _____________________

 
Will an evening banquet function be required:   _____________________

 
Will a before-dinner cocktail reception(s) be required:   _____________________

 
Will refreshment breaks be required:   _____________________

 
Will refreshment for hospitality suites be required:   _____________________

 
Others (box lunches, picnic, outdoor barbecue, private reception, dine-around, dinner-on-your-own, etc.):   _____________________
 
 
 
10. Audio-Visual:
 
     
Graphic Design Person:   _____________________

 
Phone:   _____________________

 
Mobile Phone:   _____________________

 
E-Mail:   _____________________

   
     
In house A/V person:   _____________________

 
Phone:   _____________________

 
Mobile Phone:   _____________________

 
E-Mail:   _____________________

   
     
     
Facilities A/V Person:   _____________________

 
Phone:   _____________________

 
Mobile Phone:   _____________________

 
E-Mail:   _____________________

   
     
     
Outside A/V Co.   _____________________

 
Contact Person:   _____________________

 
Phone:   _____________________

 
Mobile Phone:   _____________________

 
E-Mail:   _____________________

 
Address:   _____________________

 
    _____________________
   
    _____________________
   
 
 
11. On-Site Accommodations:
 
     
Number of sleeping rooms required:   _____________________

 
Type of sleeping accommodations:   _____________________

 
Number of suites:
  _____________________

 
Number of hospitality suites:   _____________________

 
Size and # of meeting rooms:
  _____________________

 
Size of exhibit hall: 
  _____________________

 
Size of registration area:   _____________________

 
Is a speaker’s ready room required:   _____________________

 
Is a message center required:   _____________________

 
Is storage space required:   _____________________

 
 
What special provisions for the physically challenged will be needed: 

 
What special security will be required:  

 
 
12. Recreation:
 
 
What recreational activities are to be provided? 

 
What special spouse and partners’ programs are to be provided: 


Local destination Company:   _____________________

 
Address:   _____________________

 

  _____________________
   
     

  _____________________
   
Contact:   _____________________

 
Title:   _____________________

 
Phone:   _____________________

 
Mobile:   _____________________

 
E-Mail:   _____________________
 
 
 
13. Transportation:
 
 
What transportation arrangements will be required:  


In-house travel coordinator:   _____________________

 
Phone:   _____________________

 
Mobile:   _____________________

 
E-Mail:   _____________________

 
     
     
Outside travel service:   _____________________

 
Contact:   _____________________

 
Title:   _____________________

 
Phone:   _____________________

 
Mobile:   _____________________

 
E-Mail:   _____________________

 
Address:
  _____________________

 

  _____________________
   

  _____________________
   
     
   
Nearest airport to meeting site:
  _____________________

 
     
Distance (in miles and time) from airport to site:   _____________________

 
     
Will special airport transportation be required for special guests, VIPs and speakers:   _____________________

 
(a) Who:   _____________________

 
(b) What:   _____________________

 
     

How will attendees be transported from airport to meeting site:
  _____________________

   
     
What other transportation requirements are there (trucks, buses, vans, limos, taxis, etc.):

 
Outside destination Company:   _____________________

 
Contact:   _____________________

 
Title:   _____________________

 
Phone:   _____________________

 
Mobile:   _____________________

 
E-Mail:   _____________________

 
Address:   _____________________

 

  _____________________
   
    _____________________
 
 
 
14. Budget:
 
 
What is the budget for:   _____________________

 
Site selection:   $_____________________

 
Hotel accommodations:   $_____________________

 
Travel:   $_____________________

 
Food:   $_____________________

 
Speakers/Entertainers:   $_____________________

 
Audio/Visual:   $_____________________

 
Decoration:   $_____________________

 
Recreation:   $_____________________

 
Printing:   $_____________________

 
PR/Promotion:   $_____________________

 
Mailing:   $_____________________

 
Convention Packet:   $_____________________

 
Gifts and Awards:   $_____________________

 
Personnel:   $_____________________

 
Miscellaneous:   $_____________________

 
Total Budget for meeting:   $_____________________

 

 
Where is the money coming from:   _____________________

 
How is everything paid for:   _____________________
     
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