Purpose for Your Conference, Convention, and Business Meeting

Clear Intention: The First Step to Effective Planning.

Eagles Talent Speakers Bureau Checklist

Before you can create an effective meeting plan, you’ll first need to know the precise objectives for the meeting. Below is a way to notate the WHO? WHAT? WHY? WHEN? WHERE? And of course, the BUDGET.

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

 
 
1.  WHO:
 
 
Who is ordering (authorizing) this meeting?
 
 
     
Name:   _____________________________
     
Position, (Title):   _____________________________
     
Organization:   _____________________________
     
Division:   _____________________________
     
Phone:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
     
     
     
Is there also another decision maker?
 
 
Name:   _____________________________
     
Position, (Title):   _____________________________
     
Organization:   _____________________________
     
Division:   _____________________________
     
Phone:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
     
     
2.  TO WOM DO I REPORT?
 
 
Name:   _____________________________
     
Title:   _____________________________
     
Phone:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
     
     
     
Name:   _____________________________
     
Title:   _____________________________
     
Phone:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
     
 
 
3.  WHAT:
 
 
 
What kind of Meeting? (Annual, sales, board, managers, training seminar, dealers conference, users group, president’s club, incentive program, etc.)
 
_____________________________
 
 
 
4.  FOR WHOM:
     
     
     
For whom is the meeting: Who will be in attendance:
  _____________________________
     
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:   _____________________________
     
     
     
 
5.  WHY:
 
 
 
Why is the meeting being planned? What is the objective? What is the expected final outcome:
 
_____________________________
 
 
     

Is there a Theme (or Title) for the event? What is it:
  _____________________________
     
What will the theme mean to the attendees:   _____________________________
     
Who decides the agenda and format:   _____________________________
     
     
     
What is the criterion (measurement) for success? How will we know if we met our intended objectives for the event:
 
_____________________________
 
_____________________________
 
_____________________________
 
 
 
6.  WHEN:
 
 
 
     
When is the meeting date(s):   _____________________________
     
Arrival Time:   _____________________________
     
Departure Time:   _____________________________
     
Is there an alternate meeting date(s):   _____________________________
     
Any other time considerations (Special holidays, travel restrictions etc.):   _____________________________
     
 
 
7.  WHAT:
 
 
 
What type of meeting venue and facilities is needed for this event? Hotel, resort, golf club, conference center, auditorium, banquet hall, classroomz:
 
_____________________________
 
_____________________________
 
 
 
How many sleeping rooms, classrooms, banquet halls, and tradeshow space, etc. will be needed:   _____________________________
     
Who decides the agenda and format: (See agenda planning checklist)   _____________________________
     
     
 
8.  WHERE:
 
 
Is there a specific geographic location that is most desired for this event (Country, State, City, Town, airport, rural, vacation spot, downtown location, or organization’s own premises, etc.):
 
 
Is there an alternate geographic location desired for this event:   _____________________________
     
Is there already a proposed site:   _____________________________
     
Site Address:   _____________________________
     
    _____________________________
     
    _____________________________
     
     
Contact person at site:   _____________________________
     
Position or Title:   _____________________________
     
Phone No.:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
     
     
     
9.  BUDGET:
 
 
 
     
What is the total budget for this event:   _____________________________
     
How is everything paid for:   _____________________________
     
Who has final approval on the budget:   _____________________________
     
Title:   _____________________________
     
Name:   _____________________________
     
Phone:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
 
 
 
10.  PLANNING SCHEDULE:
 
 
 
When is the first planning session:
 
 
Date:   _____________________________
     
Time:   _____________________________
     
Location:   _____________________________
     
     
     
Who will be in attendance:
 
Name:   _____________________________
     
Position:   _____________________________
     
Phone:   _____________________________
     
E-Mail:   _____________________________
     
     
     
Name:   _____________________________
     
Position:   _____________________________
     
Phone:   _____________________________
     
E-Mail:   _____________________________
     
     
     
Name:   _____________________________
     
Position:   _____________________________
     
Phone:   _____________________________
     
E-Mail:   _____________________________
 
 
 
Who is the person(s) who will be helping or working with me on this project?
 
 
Name:   _____________________________
     
Title:   _____________________________
     
Phone:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
     
Helping in what capacity:   _____________________________
     
     
     
Name:   _____________________________
     
Title:   _____________________________
     
Phone:   _____________________________
     
Mobile:   _____________________________
     
E-Mail:   _____________________________
     
Helping in what capacity:   _____________________________

If you would like personal guidance from our team of program experts, Click here for help or call us at 1-800-345-5607.

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