Planning Checklist | ALA Retreat Planning Plus · ˜ Produce request for proposal ... Pre-Retreat...

Job Aid

Planning Checklist

1. Facility Research/Site Selection/Contract Negotiation

� Analyze and determine space needs � Produce request for proposal � Research potential venues � Conduct one site visit in advance of the retreat � Ensure proper booking of appropriate meeting space � Negotiate best possible space, rates and dates with selected facility � Negotiate and execute facility contract following organization’s approval

2. Pre-Retreat Logistics Management

� Develop overall retreat timeline and deadlines � Handle space assignments and confirmation process for ancillary/exhibitor events � Provide site and general information to firm’s manager � Prepare group resume and specifications for distribution to venue and all service providers � Prepare and distribute floor plans � Maintain communication and serve as liaison with venue and vendors � Arrange for directional and informational signage � Arrange for appropriate office equipment and supplies � Order and coordinate production of attendee materials such as tote bags, notepads and other giveaways as

applicable � Arrange for retreat liability/cancellation insurance, if requested � Track shipment of retreat materials � Manage VIP arrangements, room gifts and/or ceremonial traditions � Manage and oversee special event invitation mailings/email blasts � Coordination of any off-site events � Create, distribute and assist with analysis of post-retreat evaluation

3. Financial Management

� Prepare retreat budget � Notify manager of deposits as required � Notify manager of vendor invoices for payment and/or unpaid balances � Review and reconcile billing with venue and vendors � Prepare financial summaries and reports

4. On-Site Management

� Provide appropriate on-site staff for all managed activities � Coordinate and direct all planning meetings with host property and appropriate vendors � Coordinate and manage all service contractors � Schedule and conduct pre- and post-convention meetings

Job Aid

Planning Checklist

5. Management of Food and Beverage � Plan menus and submit for approval � Negotiate prices and select food/beverage menus � Coordinate food/beverage events � Provide meal function guarantees for venue catering staff � Manage food and beverage costs related to budgets

6. Management of Audio/Visual (A/V)

� Determine A/V needs based on anticipated program � Prepare A/V request form and procedures � Solicit and review all A/V bids � Negotiate A/V prices and contract terms with selected vendor(s) � Communicate final requirements to venue � Coordination of A/V, speaker-ready room if necessary

7. Housing Management

� Analysis and determination of housing needs � Design of housing information and general housing form � Provide housing information for firm manager � Preparation of housing forms for use by speakers and/or VIP’s � Prepare/submit rooming list for staff/speakers VIPs to firm manager and facility � Manage block to limit attrition liability

8. Support/Communication

� Arrange for conference calls as necessary � Establish meeting timeline and deadline schedule

9. Registration

� Registration form development � Establish registration procedures from email invitation to final confirmation � Registration reporting � VIP and speaker registration tracking � Order name badge stock and holders � Name badge and session/event ticket generation � Onsite registration based on meeting needs � Final registration statistical reporting

10. Retreat Marketing

� Obtain past retreat attendance database � Create and execute marketing plan � Determine number of promotional mailings to send

Job Aid

Planning Checklist

11. Special Events, Tours, Other

� Coordinate arrangements/format with service providers � Contract with venue and determine price � Liaison with service providers when necessary � Handle food/beverage arrangements � Provide for décor/theme/entertainment, if appropriate � Organize tours or other optional activities

Please contact Patty Olejnik, CMP, at 847.267.1372 or polejnik@alanet.orgfor more information or to book your next retreat.