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Sturken, Cheryl-Anne, "Program Design and Development"

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PLANNER’S PORTFOLIO:

Checklist

BY CHERYL-ANNE STURKEN

This checklist was compiled in part from The AMA Guide for Meeting and Event Planners, by Catherine Price, AMACOM, a division of the American Management Association, New York City ©1989

Compile Research

  • Establish clearly and concisely the purpose of your meeting and identify specific objectives. Typical meeting goals include:
    • Generating revenue
    • Introducing new products
    • Providing staff training and development
    • Recognizing or rewarding individuals
    • Brainstorming and/or exchanging ideas
    • Conducting corporate/organizational business
    • Increasing company visibility
    • Solving problems
    • Motivating staff
  • Prepare and distribute an attendee survey in order to compile individual attendee profiles. Be sure to ask for specific details such as gender, age, profession, income, education level, special needs, any accompanying guests, etc.
  • Compile an overall, general meeting profile based on meeting history. For example, will the attendees know each other? Will spouses and/or children be included? What is the group’s overall personality — serious, formal, relaxed?
  • If sponsorship is involved, be sure to determine the sponsors’ expectations.
  • Establish a budget.

Design Program

  • Based on compiled meeting and attendee research, determine the ideal meeting type: conference, retreat, incentive meeting, special event, etc.
  • Select a meeting location and determine the appropriate length of each event.
  • Determine meeting and event space requirements for each activity.
  • Prepare a master list identifying any topics or activities that are required or deemed a priority for your meeting. This may include:
    • Keynote address
    • Product introductions
    • Award presentations
    • New/outgoing officer introductions

Develop Format

  • Prepare a list of meeting topics and assign a format to each. (Take into account different adult learning styles.) Possible formats:
    • General session
    • Debate
    • Workshop
    • Group or panel discussion
    • Exhibit or product display
    • Multimedia presentation
    • Videoconference
    • Seminar
    • Symposium
    • Clinic
  • Determine room setups based on the topic’s objective. What works for a lecture may not be appropriate for a brainstorming session.
  • Develop materials (handouts, visual aids, etc.) that support each meeting topic, and evaluate them for content and visual appeal.
  • Prepare a list of appropriate recreational/networking activities. Match the needs of attendees and sponsors with appropriate social and recreational programs. These include:
    • Receptions
    • Meal functions
    • Theme breaks
    • Sports activities such as golf and tennis
    • Team-building activities
    • Guest programs
    • Cultural events
  • Prepare a detailed daily schedule of events. Take into account the environment, mood, tone, atmosphere and format of each session, time allotted and sequence.
  • Avoid scheduling events too close together. Consider the movement of people from one meeting room to the next and allow a few extra minutes for them to get settled.
  • Include brief breaks between sessions, especially if the meeting topic is intensely educational.
  • Provide speakers with a definite presentation time limit and advise them to build into that a question-and-answer period.
  • Establish priorities for all agenda topics and eliminate any that are of limited interest or can be addressed in other presentations.

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