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CheCklists and Forms

Meeting Planner tiMeline - P.02Site Selection - P.04PoSt-Meeting evaluation - P.06Security and Safety - P.08SPeaker SucceSS - P.10teaMbuilding - P.12 SPa inSPection - P.14 Planner education - P.16Meeting budget - P.18riSk ManageMent - P.20Winter in reSortS - P.22 golf Planning - P.24

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Midwest Meetings Guide Book 20094

18 Months Out • Set objectives, meeting/exhibit dates and locale• Set preliminary budget • Set registration fees and policy• Conduct site visit• Check site references from other meeting

planners• Negotiate fares with official airline• Select ground operator• Select official car rental agency• Define promotional strategy• Assemble potential exhibitor lists• Prepare first calendar notices and press releases• Contact CVBs, hotels and conference centers

16 Months Out • Establish meeting theme and objectives • Negotiate hotel rates and blocks, sign hotel

contracts• Select freight company• Select exhibit service contractor• Produce exhibit floor plan• Establish exhibit space rates• Arrange insurance coverage• Contact speaker’s bureau to check on

availabilities/fees

14 Months Out • Prepare budget/receive approval• Invite and confirm key speakers• Determine preliminary food and beverage

requirements• Prepare and mail first meeting announcements

and promotional materials to prospective attendees

• Prepare program agenda• Mail first exhibitor promotion

12 Months Out • Select and contract with audiovisual supplier • Develop logo/graphics theme• Get speakers’ audiovisual needs• Adjust exhibit floor plan• Issue new media release • Produce and mail new promotion to prospective

attendees

6 Months Out• Create checklist for all meeting segments • Order and confirm delivery date of materials/

giveaways • Select photographer, entertainment and security

vendor • Arrange for onsite office and communication

needs• Begin processing registration forms• Determine participants: facilitators, dignitaries,

etc.• Solicit sponsors and confirm in writing• Book your headliner entertainment• Develop meeting requirements and times for

meal functions, receptions, special activities, exhibits and tours

• Mail next promotion piece to prospective attendees

4 Months Out • Issue new media release• Refine program and agenda• Determine materials shipping arrangements• Order and confirm delivery date of giveaways• Assign speaker locations/times• Confirm audiovisual requirements • Plan meeting sessions with details on topics and

rooms• Determine transportation needs of participants• Determine meal selection and pricing• Finalize the specific meeting rooms and layouts

required • Have all decisions finalized in contractual form

3 Months Out • Determine what materials need to be

reproduced • Obtain permission for any material you intend

to copy • Plan and arrange airport arrival needs for meet-

and-greet• Mail new promotional piece to prospective

attendees• Send invitation letters to VIPs• Determine materials needed in registration

packet • Determine meeting room setups and notify site• Order necessary signs, banners and room signage

2 Months Out • Readjust budget • Open host-city bank account • Finalize session schedule and room assignments • Produce and mail exhibitor services kits • Finalize F&B schedule • Determine onsite staff needs • Determine security needs • Compile exhibitor directory • Review processing and billing activity with

hotels• Plan social events with local clubs and

restaurants• Confirm agenda with speakers and presenters• Confirm presentation needs with site manager• Mail speakers and/or presenters their travel

and registration information and preliminary agendas

• Finalize meal selection/confirm site details• Reconfirm with all external vendors • Send attendees information regarding meeting

attire, agenda, hotel and travel arrangements • Mail final promotional piece to prospective

attendees

1 Month Out • Print final program and conference guide• Print workbooks • Check cutoff date for sleeping room bookings

at hotel

Meeting Planner Timeline

www.MidwestMeetings.com 5

• Request room pickup list• Submit daily schedule to hotels • Produce badge and ticket stocks• Contact all speakers to confirm• Submit final room list to the site manager• Arrange business center for participants, if

appropriate• Create tent cards that have daily agendas on

the back• Create name badges• Create meeting handouts in hard copy and

electronic• Send form information about the meeting,

participation requirements and facilities• Mail final registration information, travel plans

and updated agendas• Cutoff date for guarantee numbers for special

activities such as golf outings or family tours • Organize registration materials

2 Weeks Out • Ship materials to meeting site and confirm

delivery • Prepare name badges for all attendees• Make pre-event preparations onsite • Prepare registration list with count of registrants• Finalize food arrangements• Mail press release to all local press • Review any updates or changes with site

manager• Confirm number of attendees with hotel and

caterer

1 Week to 1 Day• Check inventory of materials shipped in

advance• Hold a pre-convention meeting: review

last-minute changes to conference résumé, including guarantees, and remind facility staff of importance of meeting

• Meet with facility accounting department to confirm procedures for daily review of charges to master account and prepare final accounting and auditing report of all charges

• Confirm information to be posted on reader boards

• Meet with security and review procedures • Review rooming list with front desk and confirm

all pre-registered attendees and procedure for check-in; inspect rooms assigned to VIPs and to attendees requiring rooms meeting ADA standards

• Check weather reports for arrival delays and review alternate plans; coordinate airport meet-and-greet plans

• Coordinate specific times for guestroom delivery of any meeting materials and/or gifts for VIPs

• Set up private office space and separate registration area

• Review any updates or changes with site manager

• Set up registration tables with attendee materials

• Re-check accommodations list and meeting room needs

• Set up signage, banners and tent cards in the meeting rooms

• Check audiovisual equipment

Meeting Day• Post direction signs and large posters outside

rooms• Set up a registration table one hour before

meeting• Appoint staff to greet speakers as they arrive• Appoint staff to greet press members• Appoint clean-up committee• Welcome attendees • Distribute name badges, final agendas and

materials• Check audiovisual equipment before

presentation begins• Distribute giveaways• Confirm meal timing• Plan separate post-meeting follow-ups with your

own staff and facility staff and issue specific gratuities

Post-meeting • Reconcile finances• Do a post-budget performance review• Ensure all costs have been covered: food,

printing, etc.• Finalize budget report, including actual costs

and revenues• Complete payment for site, speakers and other

services• Prepare invoices for sponsors and unpaid

attendees• Pack and inventory materials• Have leftover materials shipped back to office• Send “thank you” notes to speakers and

presenters• Send “thank you” notes to facility and to

personnel who went above and beyond to ensure success of meeting

• Send “thank you” notes to VIPs for their attendance where appropriate

• Review meeting evaluations• Document meeting notes, prices, vendors and

suggestions for future meetings • Print final registration list including onsite

registrants• Request a sleeping room pickup summary from

hotel

Additional Notes:

The Meeting Planner Timeline is a compilation of information obtained through research conducted by Midwest Meetings. It is meant to be used as a general guideline for the decision-making timeline process.

Meeting Planner Timeline


General InformationProperty Name Site Inspection Date / / Completed by Address Contact Phone Email Alternate Contact Phone Email Property AAA Rating

Type of Property:❑ Restaurant/Banquet Facility ❑ Hotel ❑ Downtown ❑ Airport ❑ Suburban ❑ Conference Center ❑ Convention Center ❑ Resort ❑ Other

TransportationDistance to airport from the hotel: Are rental cars available at the airport?❑ Yes ❑ NoIs complimentary transportation available?❑ Yes ❑ NoHow often does the shuttle run? Is a parking garage available?❑ Yes ❑ NoNumber of parking spaces:

Lodging Check-in time: Checkout time: Check-in terminals available: Total accessible rooms: Total non-smoking rooms: Total smoking rooms: Total VIP rooms: Does the facility have…Express checkout ❑ Yes ❑ No Hotel laundry service ❑ Yes ❑ NoAvailable room service ❑ Yes ❑ No Business center ❑ Yes ❑ NoRecreational facilities ❑ Yes ❑ NoFitness center ❑ Yes ❑ NoSwimming pool ❑ Yes ❑ NoHot tub ❑ Yes ❑ No

Jogging path ❑ Yes ❑ NoBeauty salon/barber shop ❑ Yes ❑ NoVIP accommodations ❑ Yes ❑ NoWork space desk ❑ Yes ❑ NoVoicemail/data port ❑ Yes ❑ NoHigh-speed internet ❑ Yes ❑ No

Facility Is the facility ADA compliant? ❑ Yes ❑ NoIf no, why not? Is construction planned? ❑ Yes ❑ NoIf yes, when? What parts of facility? Is space available on requested dates? ❑ Yes ❑ NoRoom block reserve per day:Start Date / / End Date / / Day 1 Estimate Reserved Day 2 Estimate Reserved Day 3 Estimate Reserved

Meeting Space Is space available on requested dates? ❑ Yes ❑ NoAre welcome banners permitted? ❑ Yes ❑ NoIs a conference registration area available? ❑ Yes ❑ NoCollect data on each meeting room: Room name Location Sq. Ft. Length Width Theater Classroom Rounds Are the following items complementary (C), extra charge (EX) or not available (NA) in meeting rooms?Pens/pencils and notepads .......... C / EX / NASpeakers’ podium ........................ C / EX / NAMicrophone/PowerPoint® Hookup ......................................................C / EX / NAWhite board ............................... C / EX / NAIn-room water station ................. C / EX / NAProjection screen ........................ C / EX / NA

RoomsHow are the rooms usually setup? Is there an extra charge for resetting?❑ Yes ❑ No

Site Selection


Is lighting controlled within the room?❑ Yes ❑ NoAre temperature controls within the room?❑ Yes ❑ NoAre there movable walls?❑ Yes ❑ NoIs high-speed internet access available?❑ Yes ❑ NoWireless internet access?❑ Yes ❑ NoIs another group using the room before or after your group?❑ Yes ❑ NoIf yes, who?

Site PersonnelWill staff need special orientation? ❑ Yes ❑ NoIs staff properly dressed/attentive? ❑ Yes ❑ NoAre they polite and efficient? ❑ Yes ❑ NoIs a concierge available to guests? ❑ Yes ❑ No

SafetyIs there a working fire alarm system? ❑ Yes ❑ NoAre evacuation procedures posted?❑ Yes ❑ NoAre exits clearly marked? ❑ Yes ❑ NoAre safe deposit boxes available?❑ Yes ❑ NoIs there an onsite security force? ❑ Yes ❑ NoIs there an onsite house physician?❑ Yes ❑ NoAre personnel CPR trained? ❑ Yes ❑ NoNearest medical facility:

Rate the following: (1 poor - 3 average -5 superior)General Overall Rating ................. 1 2 3 4 5Lobby condition/cleanliness .......... 1 2 3 4 5Front desk staff hospitality ............ 1 2 3 4 5Facility decor ................................. 1 2 3 4 5Public restrooms condition ........... 1 2 3 4 5Restaurant Overall Rating ............ 1 2 3 4 5Restaurant(s) cleanliness ............... 1 2 3 4 5Restaurant(s) decor ....................... 1 2 3 4 5

Restaurant(s) food quality ............. 1 2 3 4 5Restaurant(s) pricing ..................... 1 2 3 4 5Guestroom Overall Rating ............ 1 2 3 4 5Proximity to meeting space ........... 1 2 3 4 5Condition/cleanliness ................... 1 2 3 4 5Room size ....................................... 1 2 3 4 5Bathroom condition/cleanliness ... 1 2 3 4 5Room service ................................. 1 2 3 4 5Meeting Room Overall Rating ...... 1 2 3 4 5Audiovisual equipment available .. 1 2 3 4 5Audiovisual equipment condition 1 2 3 4 5Audiovisual equipment price ........ 1 2 3 4 5Ceiling height ................................ 1 2 3 4 5Decor ............................................. 1 2 3 4 5Equipment (tables, chairs, etc.) .... 1 2 3 4 5Heating/cooling ventilation .......... 1 2 3 4 5Lighting ......................................... 1 2 3 4 5Restroom cleanliness ..................... 1 2 3 4 5Restroom proximity ....................... 1 2 3 4 5Soundproofing ............................... 1 2 3 4 5Sound system ................................. 1 2 3 4 5Food and Beverage Overall Rating 1 2 3 4 5Presentation ................................... 1 2 3 4 5Staff friendliness ............................ 1 2 3 4 5Menu prices ................................... 1 2 3 4 5Menu selection .............................. 1 2 3 4 5Quality ........................................... 1 2 3 4 5

General Pricing InformationRooms:Rack rates: Sgle $ Dble $ Ste $ Group rates: Sgle $ Dble $ Ste $ Complimentary rooms? Room tax %Food & beverage:Continental breakfast $ Full breakfast $ Lunch $ Dinner $ Coffee $ Gratuity % Tax %Facility policies:Cancellation penalty by date $ Attrition penalty by date $ Deposit by date $ Approximate taxi fare $ Meeting rooms:Room rental charge $ Setup charges $

The Site Selection Checklist is a combination of information obtained through research conducted by Midwest Meetings. The Site Selection checklist should be viewed as a general guide. This and other helpful checklists are available for download at www.MidwestMeetings.com.

Site Selection


Name (optional) Meeting: Sessions Attended:

Please rate from 1 (dissatisfied) to 5 (satisfied) those categories which apply.

LodgingName Registration .........................................1 2 3 4 5Service .................................................1 2 3 4 5Cleanliness of rooms ...........................1 2 3 4 5Rates ....................................................1 2 3 4 5Proximity to meeting/event ................1 2 3 4 5Proximity to restaurants ......................1 2 3 4 5Proximity to airport/transportation ....1 2 3 4 5Parking accessibility/availability .........1 2 3 4 5Internet accessibility ...........................1 2 3 4 5Overall lodging ...................................1 2 3 4 5 Comments

Meeting RegistrationOnline registration:Ease of use ...........................................1 2 3 4 5Registration materials .........................1 2 3 4 5Conciseness .........................................1 2 3 4 5Informative ..........................................1 2 3 4 5Overall online registration ..................1 2 3 4 5Onsite registration:Speed ...................................................1 2 3 4 5Ease ......................................................1 2 3 4 5Adequate space ...................................1 2 3 4 5Adequate staff .....................................1 2 3 4 5Registration materials .........................1 2 3 4 5 Overall onsite registration ..................1 2 3 4 5 Comments

Meeting/Event FacilityCleanliness of space ............................1 2 3 4 5Appearance .........................................1 2 3 4 5Food and beverages offered .................1 2 3 4 5

Restroom accessibility .........................1 2 3 4 5Restroom cleanliness ...........................1 2 3 4 5Service .................................................1 2 3 4 5Room setup .........................................1 2 3 4 5Audiovisual capabilities ......................1 2 3 4 5Comfort (temperature, seating, etc.) ..1 2 3 4 5Internet accessibility ...........................1 2 3 4 5Proximity to lodging ...........................1 2 3 4 5Proximity to restaurants ......................1 2 3 4 5Proximity to airport/transportation ....1 2 3 4 5Ease of access .......................................1 2 3 4 5 Clarity of directions ............................1 2 3 4 5Parking accessibility/availability .........1 2 3 4 5Appropriate for group size ...................1 2 3 4 5Overall meeting/event facility ............1 2 3 4 5Comments

Speaker/FacilitatorKnowledge of subject ..........................1 2 3 4 5Ability to involve or keep attention ...1 2 3 4 5Timeliness of topic ..............................1 2 3 4 5Topic met overall program goals .........1 2 3 4 5Attention to audience questions ........1 2 3 4 5Ability to address audience questions .1 2 3 4 5Presentation skills ...............................1 2 3 4 5Adhered to allotted time frame ..........1 2 3 4 5Presenter’s preparation ........................1 2 3 4 5Visual aids/handouts ...........................1 2 3 4 5Fulfilled the objectives of session ........1 2 3 4 5Organization of presentation ..............1 2 3 4 5Appropriate topic for audience ...........1 2 3 4 5Overall speaker ...................................1 2 3 4 5Comments

Program: Topic was timely ..................................1 2 3 4 5Topic was appropriate for audience ....1 2 3 4 5Information was valuable ....................1 2 3 4 5Sessions flowed well ............................1 2 3 4 5Time frame was appropriate ................1 2 3 4 5Handouts were helpful ........................1 2 3 4 5Visual/audio aids were helpful .............1 2 3 4 5Programs were helpful/accurate ...........1 2 3 4 5Atmosphere was appropriate ...............1 2 3 4 5Adequate break-time ...........................1 2 3 4 5Schedule was followed closely .............1 2 3 4 5Well-organized .....................................1 2 3 4 5Well-prepared .......................................1 2 3 4 5

Post-meeting Evaluation


Please rate from 1 (disagree) to 5 (agree) those categories which apply.

Encouraged discussion ..........................1 2 3 4 5Met meeting/event objectives .............1 2 3 4 5Met overall expectations .....................1 2 3 4 5Comments

GeneralHave you attended this meeting before?❑ Yes ❑ NoWould you attend this meeting again?❑ Yes ❑ NoWould you recommend this destination?❑ Yes ❑ NoWere your expectations met?❑ Yes ❑ NoWere event materials adequate?❑ Yes ❑ NoWere the topics you wanted covered?❑ Yes ❑ No

Please rate from 1 (not important) to 5 (impor-tant) your reasons for attending.

Required ...............................................1 2 3 4 5Networking ..........................................1 2 3 4 5Learn new skill .....................................1 2 3 4 5Certification .........................................1 2 3 4 5Destination ...........................................1 2 3 4 5

Which session was most helpful/interesting?

Which session was least helpful/interesting?

Which speaker/facilitator would you recommend/why?

Which speaker/facilitator would you not recommend/why?

What changes would you recommend?

Why did you attend?

Additional Notes:

The Post-meeting Evaluation should be viewed as a general assessment of the quality of a meeting or event. Every planner has varying objectives and priorities of what is most important in a meeting. The final assessment of the meeting’s success should be judged according to those objectives.

Post-meeting Evaluation


Meeting/EventDates: / / to / / Event facility: Date inspected: / / Onsite contact: Phone number: Lodging facility: Date inspected: / / Onsite contact: Phone number:

Important Phone NumbersFront desk: Hospital: Ambulance service: Pharmacy: Poison control: If no 911 access, alternative number: Maintenance staff: Onsite security: Local law enforcement: Local fire department: Automobile repair service: Taxi-cab service: Facility manager: Other important number(s):

FacilityPlease rate from 1 (dissatisfied) to 5 (satisfied) your evaluation of the facility’s:Lighting ............................................... 1 2 3 4 5Smoke detectors .................................. 1 2 3 4 5Emergency power source ..................... 1 2 3 4 5Onsite security personnel .................... 1 2 3 4 5Emergency exits .................................. 1 2 3 4 5Surveillance capabilities ..................... 1 2 3 4 5Check-in procedure ............................ 1 2 3 4 5Food service standards ........................ 1 2 3 4 5Fire codes/standards ............................ 1 2 3 4 5Onsite registration procedure ............. 1 2 3 4 5Posted escape routes ............................ 1 2 3 4 5Online registration security ................ 1 2 3 4 5Peep holes ........................................... 1 2 3 4 5Sprinkler system .................................. 1 2 3 4 5Back-up power source ......................... 1 2 3 4 5Procedure for admission to event ........ 1 2 3 4 5Door lock system ................................. 1 2 3 4 5Parking access ..................................... 1 2 3 4 5Parking area lighting ........................... 1 2 3 4 5

Parking security personnel .................. 1 2 3 4 5Condition of sidewalks ........................ 1 2 3 4 5Snow removal procedures ................... 1 2 3 4 5Evacuation procedures ........................ 1 2 3 4 5

Yes or NoHas the staff undergone background checks? ❑ Yes ❑ NoAre outside security companies allowed? ❑ Yes ❑ NoAre emergency food and water supplies onsite?❑ Yes ❑ NoAre members of the staff familiar with CPR/Heimlich maneuver?❑ Yes ❑ NoAre there manual fire alarms at doors? ❑ Yes ❑ NoAre there onsite EMTs?❑ Yes ❑ NoAre there security guards? ❑ Yes ❑ NoAre doctors onsite?❑ Yes ❑ NoAre dentists onsite?❑ Yes ❑ NoAre defibrillators onsite? ❑ Yes ❑ NoAre surveillance cameras onsite? ❑ Yes ❑ NoIs a safe or lock box available for attendee valuables? ❑ Yes ❑ No

Quick Checks❑ Obtain copy of housekeeping work practices❑ Obtain catering work practices ❑ Obtain registration staff work practices ❑ Obtain maintenance staff work practices ❑ Obtain front desk staff work practices ❑ Obtain audiovisual staff work practices❑ Obtain emergency procedures ❑ Obtain map of emergency exits ❑ Obtain map of alternative travel routes ❑ Compile 24-hour emergency contacts for all

attendees ❑ Respect confidentiality issues, but give

attendees the option of supplying relevant medical information. (i.g. medications, conditions, allergies, etc.)

❑ Be aware of alternative forms of travel such as taxi, subway, bus, air, rail, etc.

❑ Ask to be notified of any security concerns immediately

❑ Designate one security point person in case of emergency

Security and Safety


❑ Create 24-hour corporate crisis list of contacts (i.g. public relations personnel, communications department, etc.)

Map ItWhere is the nearest…❑ Airport ❑ Hospital ❑ Pharmacy ❑ Clinic ❑ Dentist ❑ Storm shelter

Quick QuestionsWhat is the facility’s procedure for giving out meeting/event locations and schedules? What special problems and concerns should be considered because of the nature of the meeting or event? How will the confidential information of the client and attendees (credit card numbers, phone numbers, etc.) be kept secure? Is the facility staff aptly trained to deal with various emergencies (i.g. fire, terrorist threats, natural disasters, bomb threats, medical, etc.)? How often are they evaluated on these skills? If celebrity guests or speakers will be in attendance, what special procedures can the facility offer to ensure their security? Which security and safety concerns are the greatest threat?

What makes the meeting or event vulnerable to these threats? How can this be addressed? How often are security and safety procedures evaluated and updated? How is the staff made aware of these changes? What are some alternative meeting or event locations in the case of security or safety concerns? Does the facility have additional security equipment such as walkie-talkies, flashlights, fire extinguishers, etc. available for the use of the meeting or event? Is there an additional cost? In the event of an emergency, how will you and the client be notified?

Additional Notes:

The Security and Safety Checklist is a compilation of information obtained through research conducted by Midwest Meetings. It should be viewed as a general assessment of the security procedures and setup of a particular lodging or event venue, as well as a format in which to compile important information and contacts. Each meeting or event has its own unique security needs which should be taken into consideration. This and other checklists are available for download at www.MidwestMeetings.com.

Security and Safety


Pre-event Selection Guides(Begin researching as soon as possible, from 18 to 24 months before the event.)Speaker session: Speaker budget: Number of speakers needed: Presentation time: o Morning o Afternoon o EveningAudience demographics (e.g. % men, % women, business professionals, manufacturing personnel, volunteers, etc.): Audience size: Meeting purpose: Presentation length: Presentation purpose: o Informational o Technical o Educationalo Motivational o EntertainmentResources:Referrals: Speaker’s bureaus: Other: Speaker type (best fit for meeting purpose):o Professional Speaker o Keynote Speakero Author - Book title: o Consultant o Trainero Sports Personality o Celebrityo HumoristType Selected: Do you have the following candidate(s) information…Contact information o Yes o NoBio o Yes o NoReferences o Yes o NoTestimonials o Yes o NoClient list o Yes o NoPresentation videos/DVDs o Yes o NoSamples of products (books, CDs, etc.)o Yes o No

Interview Candidate(s)(12 to 18 months before the event.)Does the speaker create new presentationsbased on meeting topics?o Yes o NoWhat are possible topics? Has the speaker addressed similar groups?o Yes o No

Which one(s)? Does the speaker have a Q & A session? o Yes o NoIs the speaker willing to be available to attendees before and after the presentation?o Yes o NoDoes the speaker belong to professionalassociations?o Yes o NoWhich one(s)? Is the speaker certified (e.g. CSP or CPAE)? o Yes o NoWhich one(s)? Does the speaker intend to sell products/booksat the event?o Yes o NoDoes the speaker use clean/appropriate humor?o Yes o NoWhat type of audiovisual equipmentis needed? Will speaker supply handouts, other props?o Yes o NoWill the speaker bring a guest? o Yes o NoName: Who will pay guest costs? What costs are negotiable? Other:

Fees and CostsSpeaker fee: Deposit: Air/ground travel: Lodging: Meals: Cost sharing with another event: Reimbursements: Miscellaneous:

Contract/Agreement Details(Sign nine to 12 months before event. Does the contract include…)Event details (date, time, location, etc.) o Yes o NoSpeaker feeo Yes o NoTravelo Yes o NoLodgingo Yes o NoMealso Yes o No

Speaker Success


Agreement for recording the evento Yes o NoCancellation policyo Yes o NoAudiovisual needso Yes o NoPayment termso Yes o NoReimbursementso Yes o NoRestrictionso Yes o NoFacilitator or assistant needso Yes o NoAdditional comments, stipulations or specialrequests: Date contract/agreement signed: / /

Speaker’s Publicity Materials(Request three to six months before event. Do you have…)Speaker’s bioo Yes o NoDetails: Speaker’s photoso Yes o NoSpeaker’s requested promotional items: Other approved publicity material:

Information for Speaker(Send as soon as possible after contract is signed. Does the material include…)Contact listo Yes o NoCompany or group informationo Yes o NoEvent logisticso Yes o NoCompany newslettero Yes o NoConference/speaker expectationso Yes o NoDress requirementso Yes o NoOther meeting speakers/topics listo Yes o NoSocial events listo Yes o No

Paperwork, tickets, passes or coupons neededfor evento Yes o No

Confirm Accommodations(Four to six days before the event.)Hotel roomo Yes o NoFlight scheduleo Yes o NoMealso Yes o NoAirport greeter/pickupo Yes o No

Onsite Checks/Confirmations(One to four days before speaker arrives, and for some checks, up to the hour of event. Confirm the following…)Onsite contact person (name, phone #): Other important meeting contacts list o Yes o NoTransportation arrangements o Yes o NoSocial event or other scheduleso Yes o NoRoom setup o Yes o NoWelcome giftso Yes o NoEquipment o Yes o NoRehearsalo Yes o NoRehearsal time(s) / / Badge and/or meeting kito Yes o NoSpeaker introducero Yes o NoName: Facilitator or assistanto Yes o NoName(s): Shipped materials o Yes o NoEmergency plan (in case speaker cancels)o Yes o No

The Speaker Success Checklist is a compilation of information obtained through research conducted by Midwest Meetings. It should be viewed as a general guideline. Other checklists are available to download at www.MidwestMeetings.com.

Speaker Success


General InformationOrganization: Team members: Team leader: Budget for teambuilding exercise: Date of teambuilding exercise: / / Time of teambuilding exercise: Time allotted for teambuilding exercise: ❑ Onsite ❑ OffsiteLocation: Number of participants: The teambuilding exercise will be run by:❑ The organization ❑ An outside companyName of outside company (if applicable):

Goals and ObjectivesOrganization’s main goal: Top issue facing the organization: Purpose of forming this team: Team’s role in achieving organization’s goal: Overall purpose of teambuilding exercise: The team will work together:❑ Permanently❑ Long-term❑ Short-termIf not permanently, what is the time frame for this team to work together?

Type of GroupThe majority of the team members are:❑ Male ❑ Female❑ Aged 20 to 30❑ Aged 30 through 40s❑ Middle-aged❑ SeniorsThe majority of the team members work together:❑ In the same department❑ In different departments❑ In different buildings❑ In different company locationsThe team members report to:❑ The same supervisor❑ Supervisors in different departments❑ Each other❑ Other (specify):

The team is composed of:❑ Subordinates❑ Management or supervisors❑ Executives❑ A mix of the aboveThe roles of individual team members within the organization are:Name/role: Name/role: Name/role: Name/role:

Assessing IssuesThe overall reason for this teambuilding exercise is:❑ Interpersonal conflicts❑ Lack of focus on goals and objectives❑ Undefined roles within the team❑ Poor communication❑ Unsatisfactory team performance❑ Other (specify): Survey team members to identify issues. Example:1. How do you feel about your role in this

team?2. How do you feel about others’ roles in this

team?3. How has this team worked effectively

together in the past?4. How have you contributed to this team’s

performance?5. How do you feel this team could improve its

performance?

Choosing an ExerciseThe nature of the exercise will be:❑ Strictly work-based ❑ Strategic but fun❑ Just for fun and bonding❑ Other (specify): Will the team be working:❑ Cooperatively (all working toward a

common goal)❑ Competitively (team members see who

“wins”)Will the team benefit most from:❑ Adventure-based teambuilding❑ Learning games or activities❑ Problem-solving exercises❑ Simulations of work-related scenarios❑ Social “icebreaker” activities

Teambuilding


Building TeamsThe teambuilding exercise chosen for this team is: Facilitator: Will team members choose their own roles?❑ Yes ❑ NoThe roles of individual team members for this exercise will be:Name/role: Name/role: Name/role: Name/role: Will roles be interchangeable among team members?❑ Yes ❑ NoWill team members assist in developing an objective?❑ Yes ❑ NoThe objective of this teambuilding session is: Does the exercise draw in all learning styles?Auditory (learn by listening)❑ Yes ❑ NoKinesthetic (learn by touching)❑ Yes ❑ NoVisual (learn by watching)❑ Yes ❑ No

DebriefingAfter the teambuilding exercise, the facilitator should:• Review the events of the exercise• Highlight positive teambuilding actions• Highlight problem areas or actions• Draw clear connections between the

teambuilding exercise and the team’s work environment

• Emphasize how adhering to positive behaviors exhibited in the exercise will improve team relations at work

Review/Follow-upSurvey team members to evaluate their experience. Example:Did you feel included and invited to participate?❑ Yes ❑ NoDid you believe the exercise helped to improve communication?❑ Yes ❑ No

Did the exercise have real-world work relevance?❑ Yes ❑ NoDo you feel your efforts for the team were acknowledged?❑ Yes ❑ NoDo you believe the team members now have a better understanding of each other?❑ Yes ❑ NoHow will the team’s progress be maintained and tracked following the teambuilding activity?❑ Create a team mission statement or vision❑ Distribute a “team agreement”❑ Establish “team rules” everyone agrees on❑ Implement a plan of action for the team❑ Instate a rewards/recognition system within

the organization❑ Provide a timeline of team tasks❑ Survey team members periodically❑ Team members will continue training

periodically❑ Team members will evaluate each other

periodically❑ Team members will report on progress/

performance❑ Other (specify)

Additional Notes:

The Checklist for Teambuilding is a compilation of information obtained through research conducted by Midwest Meetings. It should be viewed as a general guideline. Other checklists are available to download at www.MidwestMeetings.com.

Teambuilding


Meeting/Property General InformationMeeting budget: Number of attendees: Property name: Site inspection date: / / Spa contact: Phone: Email: Property rating: Type of property: ❑ Hotel❑ Conference center❑ Resort❑ Other:

Spa General InformationSpa budget: Type of spa:❑ Cruise ship spa❑ Day spa❑ Destination spa❑ Medical spa❑ Mineral springs spa❑ Resort spaSpa hours: Number of spa treatment rooms: How many spa-goers can be accommodated at one time? How far in advance must treatments be booked? Is the spa easily accessible from guestrooms and meeting rooms?❑ Yes ❑ NoDo all treatment rooms and public areas appear to be clean and well-maintained?❑ Yes ❑ NoIs the property ADA compliant?❑ Yes ❑ No

Security and StaffingAre lockers provided for spa-goers?❑ Yes ❑ NoNumber of spa staff onsite: Is additional staff available if needed?❑ Yes ❑ NoAre spa staff licensed/certified?❑ Yes ❑ NoIs security staff available onsite?❑ Yes ❑ No

Is medical staff available onsite?❑ Yes ❑ NoAre emergency procedures and exits posted throughout the site?❑ Yes ❑ NoWill spa-goers be screened or consulted by spa staff before undergoing treatments?❑ Yes ❑ NoIf yes, is this information kept confidential?❑ Yes ❑ No

Attendee ComfortDoes the spa provide descriptions of treat-ments?❑ Yes ❑ NoDoes the spa provide guidelines on proper attire?❑ Yes ❑ NoDoes the spa implement different treatments designed for both genders?❑ Yes ❑ NoCan attendees specifically request a male or female spa therapist?❑ Yes ❑ NoAre robes provided for spa-goers?❑ Yes ❑ NoIs complimentary bottled water available to spa-goers?❑ Yes ❑ No

Treatments and ServicesWhat types of treatments are offered?❑ Body treatments❑ Facials❑ Hydrotherapy❑ Manicures/pedicures❑ Massages❑ Signature servicesWhat additional services/equipment are available?❑ Diet consultation❑ Fitness rooms❑ Health/wellness classes❑ Saunas❑ Yoga classesDo extra charges apply for use of additional services/equipment?❑ Yes ❑ NoAre special programs available to meeting groups?❑ Yes ❑ NoIf yes, what programs are available?

Spa Inspection


Are package treatments available? ❑ Yes ❑ NoIf package treatments are available, what choices are included? What are the costs of package treatments?

Options and CostsNumber of treatments needed for attendees: Number of options from which attendees can choose: Duration of treatments: Selected treatment options and costs:Option #1: Cost: Option #2: Cost: Option #3: Cost: Total estimated spa costs: Are discounts or special rates available for groups?❑ Yes ❑ NoAre gratuities included in the costs?❑ Yes ❑ NoWill attendees be expected to tip?❑ Yes ❑ No

Other ConsiderationsWill meeting materials include available spa options? ❑ Yes ❑ NoAttendees will choose treatments:❑ Prior to the meeting/event❑ Upon check-in❑ Upon appointment❑ Any time during meeting/event❑ Other (specify): Will attendees be able to redeem tickets/certifi-cates for spa treatments following the meeting or event?❑ Yes ❑ No

If yes, when do spa tickets/certificates expire? What is the policy for unused or unredeemed spa treatments?

Contract DetailsBooking date: / / Does the spa employ a written contract? ❑ Yes ❑ NoDoes the contract include...Event details (date, time, etc.)?❑ Yes ❑ NoHours of spa availability to attendees?❑ Yes ❑ NoNumber of treatments needed?❑ Yes ❑ NoSpecific selected treatment options?❑ Yes ❑ NoIndividual treatment rates?❑ Yes ❑ NoAmount of deposit required?❑ Yes ❑ NoDate by which to be paid?❑ Yes ❑ NoA cancellation policy?❑ Yes ❑ NoA refund policy?❑ Yes ❑ NoA statement of taxes and gratuities?❑ Yes ❑ NoA statement of additional/special requests?❑ Yes ❑ NoIf yes, specify: A statement of additional service charges?❑ Yes ❑ NoIf yes, specify:

Additional Notes:

The Checklist for Spa Inspection is a compilation of information obtained through research conducted by Midwest Meetings. It should be viewed as a general guideline. Other checklists are available to download at www.MidwestMeetings.com.

Spa Inspection


Goals and ObjectivesWhat is your goal for pursuing meeting planning education opportunities?r Advancement in careerr Certificationr Continuing educationr Experience in fieldr Degree in fieldr Mentoring relationshipr Real-world knowledger Recognition from employersr Specific skill setr OtherSpecify: What are the top three topics or skills you want to learn?1. 2. 3.

BudgetWhat is your education budget? $ Are you eligible for assistance through your employer?r Yes r NoIf yes, how much? $ Are you eligible for grants or scholarships?r Yes r NoIf yes, how much? $ Are you eligible for student loans?r Yes r NoIf yes, how much? $

Format and ScheduleWhat type of learner are you?r Auditory (learn by listening)r Kinesthetic (learn by touching)r Visual (learn by watching)

What type of education format works best for you?r Correspondencer Onliner OnsiteWhat type of education schedule works best for you?r Classroom hours r Eveningsr Independent study r Multi-day programr One-day program r Split daysr Weekends r Other:Specify: Are you able to travel to attend classes, programs or exams if necessary?r Yes r No

Options and RequirementsWhat type of education option are you considering?r Certified Meeting Professional designationr Certified Special Events Professional

designationr Formal mentorshipr Four-year university hospitality programr Global Certification in Meeting

Management designationr Industry educational class or seminarr Informal mentorshipr Single hospitality course or programr Two-year university hospitality programr University certification programr Other:Specify: Does this option…Match your education budget?r Yes r NoRequire an application or qualification process?r Yes r NoIf yes, are you qualified? If no, what steps must you complete to qualify?1. 2. 3.

Planner Education


Require completion of a certain number of hours?r Yes r NoIf yes, how many hours? Require accumulation of a certain number of points or credits?r Yes r NoIf yes, how many? Require travel to attend classes, programs or exams?r Yes r NoMatch your scheduling needs?r Yes r No

Learning ExperienceDoes this option…Allow for one-on-one interaction with the instructor?r Yes r NoProvide access to experienced professionals with a reputation for success?r Yes r NoEncourage interaction between participants in the learning environment?r Yes r NoEncourage interaction between participants outside the learning environment?r Yes r NoChallenge participants to think “outside the box?”r Yes r NoHave a high retention and graduation rate?r Yes r No

Long-term OutlookDoes this option…Satisfy your top goals in pursuing further education opportunities?r Yes r NoProvide practical knowledge that can be applied on the job to improve your performance?r Yes r NoProvide up-to-date content that is reviewed periodically?r Yes r NoRequire periodic retesting?r Yes r NoIf yes, how often? Offer recurring continuing education options in the future?r Yes r No

If yes, how often? Provide work placement assistance or career advancement opportunities?r Yes r NoIf yes, specify: What, if any, additional educational resources are provided with this option (recommended reading, access to discussion groups, mentorship, etc.)?1. 2. 3.

Additional Considerations

Decision StageWhat education option have you chosen?

The Planner Education Checklist is a compilation of information obtained through research conducted by Midwest Meetings. It should be viewed as a general guideline. Other planning checklists are available to download at www.MidwestMeetings.com.

Planner Education


General InformationOrganization: Meeting date: Meeting duration: Meeting location: Number of attendees: Starting budget: $

Meeting SpaceNumber of needed meeting rooms at $ each. Total: $ Number of needed breakout rooms at $ each.Total: $ Number of needed exhibit spaces at $ each. Total: $ Add total expected meeting space costs: $

Sleeping RoomsNumber of needed singles at $ each. Total: $ Number of needed doubles at $ each. Total: $ Number of needed suites at $ each. Total: $ Number of needed hospitality suites at $ each. Total: $ Add total expected sleeping room costs: $

Food and BeverageNumber of breakfast functions at $ per attendee.Total: $ Number of lunch functions at $ per attendee.Total: $ Number of dinner functions at $ per attendee.Total: $ Number of refreshment breaks at $ per attendee.Total: $ Number of reception functions at $ per attendee.Total: $ Add per attendee food and beverage costs: $

Multiply by expected headcount for total food and beverage costs: $

Equipment RentalEquipment needed:1. Rental fee: $ 2. Rental fee: $ 3. Rental fee: $ Add total expected equipment rental costs: $

TravelNumber of needed airline tickets at $ each. Total: $ Number of needed bus tickets at $ each. Total: $ Number of needed train tickets at $ each. Total: $ Number of paid attendee miles at $ per mile. Total: $ Add total expected travel costs: $

Meeting TransportationBus: $ Limousine: $ Rental car: $ Taxi: $ Add total expected meeting transportation costs: $

ServicesAudiovisual: $ Catering: $ Decorating: $ Entertainment: $ Floral: $ Planning assistance: $ Photographer(s): $ Printing: $ Security: $ Speaker(s): $ Special CVB service(s): $ Teambuilding: $

Meeting Budget


Translator/interpreter service(s): $ Add total expected service costs: $

Onsite StaffNumber of onsite staff: Onsite staff hours: Total staff wages: $ Number of onsite temps/interns: Onsite temp/intern hours: Total temp/intern wages: $ Staff food and beverage: $ Staff ground transportation: $ Staff sleeping rooms: $ Staff travel: $ Add total expected onsite staff costs: $

MiscellaneousAttendee badges/nametags: $ Attendee childcare: $ Awards: $ Companion programs: $ Direct mail postage: $ Drayage: $ Giveaways: $ Gratuities: $ Group activities: $ Insurance: $ Marketing: $ Media materials: $ Office supplies: $ Online registration: $ Parking: $ Press room/refreshments: $ Registration equipment: $ Registration staff: $ Set-up/tear-down: $ Shipping: $ Signage: $ Speaker gifts: $ Surcharges: $ Taxes: $ Add total expected miscellaneous costs: $ Add all expected meeting costs: $ Do you have a contingency percentage (ex. 5% or 10% of expected meeting costs) allocated to cover unexpected meeting costs? r Yes r NoIf so, specify: % of total expected meeting costs = $ Final total: $

Expected IncomeActivity tickets: $

Donations: $ Exhibits: $ Meal tickets: $ Member registrations: $ Non-member registrations: $ Student registrations: $ Sales: $ Special event tickets: $ Sponsorships: $ Other: $ Add total expected income: $ Will the total expected income cover the meeting costs?r YesExcess: $ r NoDeficit: $

Special Considerations

Additional Notes:

The Meeting Budget Checklist is a compilation of information obtained through research conducted by Midwest Meetings. Every meeting and event is unique and comes with its own requirements and specifications. This checklist should be viewed as a general guideline. Other helpful meeting planning checklists are available for download at www.MidwestMeetings.com.

Meeting Budget


Group PlanningHow many attendees are you expecting for the meeting or event? Are you or is someone on your staff trained in CPR?r Yes r NoDo you carry your own first aid or emergency kit onsite?r Yes r NoAre you and/or your organization properly insured for all activities taking place at your meeting or event?r Yes r NoHave you obtained event cancellation insurance to protect all investments in case of circumstances beyond your control?r Yes r NoDo any of your attendees have known, potentially threatening medical conditions?r Yes r NoWill your meeting or event involve high-profile attendees such as corporate VIPs, politicians, celebrities, etc.?r Yes r NoWill you employ outside security personnel?r Yes r NoBased on the nature or history of your group, is there any potential for protest, boycott or possible violence against the group?r Yes r NoBased on the nature or history of other groups onsite during your meeting or event, is there any potential for protest, boycott or possible violence?r Yes r NoWill your group be conducting offsite activities (tours, teambuilding, etc.)?r Yes r NoIf yes, have all attendees signed any appropriate release forms required by vendors?r Yes r NoWill any activities require the group to split up?r Yes r NoIf yes, do you have a precise time for attendees to reconvene?r Yes r NoDo you have a procedure in place for locating or contacting attendees who do not report on time?r Yes r NoWill any meeting or event activities require attendees to perform strenuous physical actions?r Yes r No

If yes, will emergency personnel be present in case of accidents or injuries?r Yes r NoIf no, will you have all emergency contact information on hand at all times?r Yes r NoHave you arranged for transportation of attendees during the meeting or event?r Yes r NoIf yes, have you obtained copies of insurance documents and current driver’s licenses from all drivers?r Yes r No

Facility and Location PlanningIs the facility ADA accessible?r Yes r NoDoes the facility employ onsite security personnel?r Yes r NoDoes the facility employ an onsite EMT?r Yes r NoIs a first-aid station located near your meeting space?r Yes r NoAre emergency phones located throughout the facility?r Yes r NoIs 911 access available in and around the meeting facility?r Yes r NoIf no, what phone number is used to report an emergency? Are local emergency and law enforcement personnel aware of the meeting or event being held at the facility?r Yes r NoDo all facility and planning staff members carry radios or cell phones to ensure immediate communication in case of an emergency?r Yes r NoAre all exits clearly marked throughout the facility?r Yes r NoWhen was the last time the facility’s smoke alarms were tested? Does the facility’s alarm system include means of alerting those with a hearing or sight loss?r Yes r NoDoes the facility include a PA system to issue instructions in case of an emergency?r Yes r No

Risk Management


Does the facility have designated rendezvous points outside at which to gather in case of an emergency indoors?r Yes r NoWill facility staff be on hand in case of an emergency to instruct and direct people to safety?r Yes r NoWhen was the last time the facility’s emergency plan was updated? What hazards does the facility’s emergency plan cover? Will food be served during the meeting or event?r Yes r NoIf yes, have you obtained appropriate certificates of insurance from food providers?r Yes r NoWill alcohol be served during the meeting or event?r Yes r NoIf yes, have you obtained appropriate licenses and certificates of insurance from alcohol providers?r Yes r NoHave the bartenders and servers obtained appropriate alcohol training?r Yes r NoWill bartenders and servers verify the ages of those served alcohol?r Yes r NoWill attendees be leaving the facility following alcohol consumption?r Yes r NoIf yes, have you arranged for transportation for these attendees?r Yes r NoIs inclement weather likely in the meeting or event location?r Yes r NoIf yes, have you coordinated an alternative meeting or event location in case of weather-related complications?r Yes r No Have you coordinated emergency transportation in case of an evacuation?r Yes r NoWhat methods are available for contacting attendees?r Cell phones r Emailr PA system r Pagersr PDAs r Room phonesr Text messaging

Steps to Taker Familiarize yourself with the facility’s

emergency and evacuation plans.r Familiarize yourself with the facility’s

emergency communication plan.r Ensure your planning staff understands and

receives copies of these plans.r Obtain appropriate background information

on any volunteers or outside staff members you will employ during the meeting or event.

r Develop your own communication plans for notifying attendees of emergency situations during and outside the meeting.

r Designate specific staff members who will be responsible for assisting with notifying attendees of emergency situations.

r Instruct a speaker or master of ceremonies to announce exits, emergency phone numbers and emergency rendezvous locations before the meeting commences.

r Designate a specific staff member who will be responsible for notifying attendees’ families and/or companies in case of an emergency.

r Obtain, when possible, attendee information such as emergency contacts, medical conditions, food allergies, special needs, etc.

r Obtain from local authorities information on the most likely emergency situations that could potentially take place in your meeting location.

r Obtain both emergency and non-emergency contacts for local services such as fire departments, police departments, hospitals, etc.

r Obtain from local authorities a map of area emergency evacuation routes.

r Develop an emergency communication plan for notifying attendees of changes that may occur while they are en route to the meeting or event.

r Include in meeting materials reminders on safe behavior for attendees who wish to sight-see or explore the area in which the meeting will be held.

The Risk Management Checklist is a compilation of information obtained through research conducted by Midwest Meetings. This checklist should be viewed only as a general starting point for developing your own plan. Other helpful planning checklists are available for download at www.MidwestMeetings.com.

Risk Management


General InformationOrganization: Number of attendees: Length of meeting or event: Purpose of meeting or event: Property name: Property location: Size of property (acres): Number of lodging facilities onsite: Lodging facility of choice: Number of sleeping rooms: Room rate: $ Number of suites: Room rate: $ Number of meeting rooms: Sq. ft. of meeting space: Sq. ft. of largest meeting room: Distance from airport: Distance from major city: Property rating: Onsite parking capacity: Does the property offer free parking?r Yes r NoIf no, specify fee per vehicle:

Type of resort:r All-inclusive resort r Family resortr Golf resort r Lake resortr Luxury resort r Mountain resortr Ranch resort r Ski resortr Spa resort r Waterpark resort

Does the resort offer the following facilities onsite?Business centerr Yes r NoCasinor Yes r NoFitness centerr Yes r NoGolf courser Yes r NoRestaurant/lounger Yes r NoSpar Yes r NoWaterparkr Yes r No

ActivitiesWhat indoor activities are available in or around the resort?r Arcade r Art galleriesr Bowling r Comedy clubsr Concerts r Cooking classes

r Fine dining r Gamingr Gift shop r Hot tubr Indoor golf r Indoor volleyballr Indoor racquetball r Museumsr Nightclubs r Saunar Shopping r Spa treatmentsr Swimming r Theatrer Other: What winter activities are available in or around the resort?r Ballooning r Bobsleddingr Cross-country skiing r Dog sleddingr Downhill skiing r Hikingr Horseback riding r Huntingr Ice fishing r Ice skatingr Ski lessons r Sleddingr Sleigh rides r Snowboardingr Snowmobiling r Snowshoeingr Snowtubing r Toursr Winter programs r Winter festivalsr Other:

Other ConsiderationsIs the resort location easily accessible for all attendees?r Yes r NoDoes the resort offer complimentary transportation to points of interest onsite?r Yes r NoIs ground transportation available for offsite activities?r Yes r NoAre any renovation or construction plans under way at the property?r Yes r NoIf yes, will any parts of the property be closed?r Yes r NoWill other groups be onsite during your meeting or event?r Yes r NoIf yes, is there an opportunity to combine groups for activities, meal functions, etc.?r Yes r NoAre any meeting or event services provided exclusively through the resort?r Yes r NoIf yes, specify: Will you utilize the onsite dining options for organized meeting or event meal functions?r Yes r NoDoes the resort offer onsite daycare or children’s activities for attendees who bring their families?r Yes r No

Winter in Resorts


If yes, specify: Is an activity director available to assist with developing group itineraries?r Yes r NoAre all activity providers, onsite and offsite, properly insured?r Yes r NoDo lessons or safety briefings preface all activities?r Yes r NoAre group activity packages available through the resort?Onsite activity packagesr Yes r NoIf yes, cost per person: $ What activities are included? Offsite activity packagesr Yes r NoIf yes, cost per person: $ What activities are included?

Reviews and Checksr Prior to the meeting or event, stay updated

on winter weather conditions in the resort location.

r In meeting or event materials, advise attendees of safe winter weather driving and attire tips.

r Obtain a copy of the resort’s emergency plan and distribute to meeting or event staff.

r Obtain a map of the resort property and distribute to all attendees.

r Distribute a specific schedule of meeting or event functions to all attendees, including corresponding buildings or rooms.

r Distribute information on all available dining options to attendees for unstructured meal times.

r Specify group rendezvous times and locations to track attendees.

r Offer a selection of substitute entertainment choices for people with disabilities or those who do not wish to take part in higher-impact winter activities.

r Coordinate an alternative itinerary of indoor activities in case of inclement winter weather.

r Leave adequate time in the meeting or event schedule for attendees to explore on their own outside organized activities.

r Include transportation time between buildings or locations for all meeting or event functions and activities.

Additional Notes:

The Winter in Resorts Checklist is a compilation of information obtained through research conducted by Midwest Meetings. This checklist in no way covers all aspects of evaluating a resort as a meeting or event destination, and it should be viewed only as a general starting point. Other helpful planning checklists are available for download at www.MidwestMeetings.com.

Winter in Resorts


Tournament name: Objective: Entry deadline: Site: Type of course:r Privater Publicr ResortDistance between site and golf facility: Amount of time allotted to golf tournament: Number of golf carts needed: Tournament format:r Best ball r Match playr Scramble r Stroke playr Other: r Other: r Other:

ParticipantsMaximum number of golfers: Which type(s) of golfer will your tournament target?r Amateur r Femaler Male r Middle-handicapr Professional r Seniorr Youth r Other: Where are participants based?r Local r Regional r NationalWill participants sign up within their own teams?r Yes r NoIf no, who will handle these details?

Financial ConsiderationsTournament budget: Cost per player: Entry fee: Is this a charitable golf tournament?r Yes r NoIf yes, what cause(s) will benefit from the event?

Who will be contacted for sponsorships?1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Will previous sponsors participate again?r Yes r NoIf so, which ones?

Golf InsuranceIs inclement weather likely during your golf tournament?r Yes r NoIf yes, do you have an alternate date planned?r Yes r NoIf so, alternate date is: Liability insurance provider: Rain insurance provider: Hole-in-one insurance provider:

Other Activities/EntertainmentWill golf contests be offered during the event?r Yes r NoIf yes, which contests?r Beat the pro r Closest to the liner Closest to the pin r Fewest puttsr Hole-in-one r Longest driver Longest putt r Most putts

Golf Planning Checklist



r Straightest drive r Other: r Other: r Other: What will be offered as prizes for these contests?

MiscellaneousWill a golf pro or celebrity host your golf tournament?r Yes r NoIf yes, who? Will you enlist the help of volunteers during the tournament?r Yes r NoIf yes, what duties will volunteers carry out? Will your event involve a meal function?r Yes r NoHow many people will attend the meal? Is onsite food service available at the facility?r Yes r NoWhich vendors will provide the following?r Awards: r Entry forms: r Giveaways: r Posters: r Prizes: r T-shirts: r Signage: r Other: r Other: r Other: r Other:

Other Considerationsr Will the golf facility staff handle player

pairings?r Is signage allowed throughout the facility to

indicate function areas and directions?r Will facility staff assist with the placement of

signage?r Will event planning staff and/or volunteers be

allowed to use the facility’s communication system?

r Is enough parking space available onsite to accommodate all participants and spectators?

r Does the facility employ a preferred or in-house photographer who can work your event?

r Will aid stations be located throughout the golf course or will roving aid carts be provided?

r Will press releases be issued to local or regional media to increase exposure for tournament sponsors and participants?

Additional Notes:

The Golf Planning Checklist is a compilation of information obtained through research conducted by Midwest Meetings. This checklist in no way covers all aspects of planning a golf tournament, and it should be viewed only as a general starting point. Other helpful planning checklists are available for download at www.MidwestMeetings.com.

Golf Planning Checklist

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Documents

09 Checklist