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Meeting Planning Checklist
Below is a listing of basic procedures to be used in
order to assist you with duties and timing of duties. This list should
be viewed as a guideline. If you find you are able to complete something
prior to when the list below is stating, please do so. Please contact
any one of the GSA Staff team
with any questions you may have.
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Schedule of
things to do before the meeting: |
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Schedule of things to do during
the meeting: |
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Schedule of things to do after the
meeting: |
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| Task |
Person Responsible |
| Identify possible dates for the meeting. |
Local Committee Chair |
| Prepare preliminary meeting outline to include blocks for program
sessions, social events, exhibits, sleeping room requirements, and
a brief description of each. |
Local Committee Chair |
| Send meeting requirements to selected sites with requests for written
proposals. Begin site negotiations and sign contracts |
GSA |
| Task |
Person Responsible |
| Select and appoint committee chairs. |
Local Committee Chair |
| Begin the process of establishing hotels
for meeting, and finalize hotel contracts. |
GSA |
| Contact potential sponsors requesting
consideration in their budgets for the following year. |
Local Committee Chair |
| Prepare preliminary budget
categories and set preliminary budget. Include items such as registration
costs, field trip costs, exhibit space rates, etc. |
Local Committee Chair in conjunction with section secretary and
GSA |
| Task |
Person Responsible |
| Work with GSA to identify areas of need for outside suppliers;
outline specific requirements, and select decorator, security, airline,
car rental, audiovisual, entertainment, destination management, transportation. |
Local Committee and GSA |
| Assemble exhibitor prospect lists. |
Local Committee Chair |
| Establish meeting theme and preliminary graphics (logo, program,
etc.). |
Local Committee Chair |
| Task |
Person Responsible |
| Determine preliminary food and beverage requirements
and negotiate menus and prices with facility. |
GSA in conjunction with Local Committee Chair |
| Review hotel
contract deadline dates, along with checklist of other items. |
GSA |
| Begin working on the Student
Mentor Programs. |
Local Committee Chair in conjuntion with GSA |
| Compile master list of suggested program topics, including general
sessions, workshops, luncheons, and ancillary (e.g., spouse/guest)
events. |
Local Committee |
| Compare hotel space and specifications and make tentative room assignments
of meeting functions and activities. |
Local Committee Chair in conjunction with GSA |
| Make final selections of all remaining suppliers. |
GSA in conjunction with Local Committee Chair |
| Follow-up on exhibitor mailing. |
Local Committee |
| Task |
Person Responsible |
| Prepare and forward to meeting facility or facilities
a tentative meeting schedule. |
Local Committee Chair |
| Finalize materials for first announcement published
in GSA Today. |
Local Committee in conjunction with GSA |
| Begin preparation of hotel function space diagrams
for registration, general sessions, workshops, social functions, and
so on. |
GSA in conjunction with Local Committee Chair |
| Research tax exemption. This is for items sold
on-site as well as invoices being paid
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GSA |
| Task |
Person Responsible |
| Student
Mentor Programs should be finalized with facilitator and room
location. |
Local Committee Chair in conjunction with GSA |
| Advertise at the GSA annual meeting held in the
Fall. |
Local Committee |
| Identify and assign staff on-site responsibilities, including Student Volunteers. |
Local Committee Chair in conjunction with GSA |
| Task |
Person Responsible |
Continuously review contracted blocked hotel
room pickup and pass along numbers to General Chair. |
GSA |
| Review session schedule, room assignments,
and function-room diagrams with facilities and appropriate outside
suppliers. |
GSA in conjuction with Local Committee |
| Review meeting budget and adjust as required. |
Local Committee Chair |
| Prepare exhibit flooring plan, exhibitor
list, and schedule for program book. |
Local Committee |
| Determine security needs. |
Local Committee Chair, using GSA as a reference
source |
| Prepare sign list; order
signs. |
Local Committee Chair in conjunction with GSA |
| Research tax exemption. This is for items sold
on-site as well as invoices being paid. |
GSA |
| Task |
Person Responsible |
| Confirm all food-and-beverage selections. |
GSA in conjunction with Local Committee Chair |
| Confirm all sponsored events. |
Local Committee Chair |
| Print workbooks and handouts. |
Local Committee Chair |
| Send final agenda to exhibitors and a request to register
online for the meeting. |
Local Committee |
| Arrange for all staff and VIP travel and housing. |
Local Committee Chair in conjunction with GSA |
| Order amenities. |
GSA in conjunction with Local Committee Chair |
| Pass student poster winner names on to GSA |
General Chair |
| Task |
Person Responsible |
| Set up all on-site individual pre-conference review
meetings with suppliers. |
GSA in conjunction with Local Committee Chair |
| Pack and send all conference materials for early
shipment. |
GSA in conjunction with Local Committee Chair |
| Task |
Person Responsible |
| Finalize food and beverage guarantees. |
GSA |
| Confirm
changes with properties. |
GSA |
| Verify VIP arrivals, and schedule airport pickups, if applicable. |
Local Committee Chair |
| Task |
Person Responsible |
| Receive and inventory all shipments, equipment, and
suppliers. |
GSA in conjunction with Local Committee Chair |
| Review all VIP arrangements. |
GSA in conjunction with Local Committee Chair |
| Set up conference offices. |
GSA in conjunction with Local Committee Chair |
| onduct personnel instructional briefings for registration
staff, volunteers, and others. |
GSA in conjunction with Local Committee Chair |
| Review each day’s requirements, and highlight
following day’s requirements. |
GSA in conjunction with Local Committee Chair |
| Reemphasize communication lines and authority and
responsibility levels to meeting staff, suppliers, meeting facility
staff, and volunteers. |
GSA in conjunction with Local Committee Chair |
| Arrange daily invoice review with meeting facilities. |
Local Committee in conjunction with GSA |
| Confirm and monitor pickup of all rental equipment
and supplies. |
Local Committee in conjunction with GSA |
| Arrange for return shipment of all materials. |
Local Committee in conjunction with GSA |
| Conduct post-conference wrap-up meeting with meeting
facility departments and suppliers as needed. |
Local Committee in conjunction with GSA |
Immediately After Meeting |
| Task |
Person Responsible |
| Do financial reconciliation. |
Local Committee Chair |
| Task |
Person Responsible |
| Prepare list for thank-you letters; prepare, and mail
letters. |
Local Committee Chair |
| Collect and organize data for final meeting reports. |
Local Committee Chair |
Review each invoice received, break each down into
appropriate meeting categories, and schedule payment.
MUST BE COMPLETED NO LATER THAN JUNE 30.
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GSA in conjunction with Local Committee Chair |
| Task |
Person Responsible |
| Prepare final financial reports, breaking them into appropriate subcategories for final meeting report and reports to management, sponsors, and funding sources. |
Local Committee Chair |
| Prepare final meeting report and distribute. |
Local Committee Chair |
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