P

PP

Checklists
and Forms

P
P
P
P P
P
P
P
P
P
P
P
P

P
P

Meeting Planner Timeline - p.02

Site Selection - p.04

Post-meeting Evaluation - p.06

Security

and

Safety - p.08

Speaker Success - p.10

Teambuilding - p.12

Spa Inspection - p.14

Planner Education - p.16

Meeting Budget - p.18

Risk Management - p.20

Winter

in

Resorts - p.22

Golf Planning - p.24

Meeting Planner Timeline

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 speakers 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 meetand-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

Midwest Meetings Guide Book 2009

Meeting Planner Timeline

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 rsum,
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 meetand-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

www.MidwestMeetings.com

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.

Site Selection
General Information

Property 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

Transportation

Distance to airport from the hotel:

Are rental cars available at the airport?
Yes No
Is complimentary transportation available?
Yes No
How often does the shuttle run?
Is a parking garage available?
Yes No
Number 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 No
Available room service
Yes No
Business center
Yes No
Recreational facilities
Yes No
Fitness center
Yes No
Swimming pool
Yes No
Hot tub
Yes No

Jogging path
Yes No
Beauty salon/barber shop
Yes No
VIP accommodations
Yes No
Work space desk
Yes No
Voicemail/data port
Yes No
High-speed internet
Yes No
Facility

Is the facility ADA compliant?

Yes No
If no, why not?
Is construction planned?
Yes No
If yes, when?
What parts of facility?
Is space available on requested dates?
Yes No
Room 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 No
Are welcome banners permitted?
Yes No
Is a conference registration area available?
Yes No
Collect 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 / NA
Speakers podium . ....................... C / EX / NA
Microphone/PowerPoint Hookup
.......................................................C / EX / NA
White board ................................ C / EX / NA
In-room water station . ................ C / EX / NA
Projection screen . ....................... C / EX / NA

Rooms

How are the rooms usually setup?

Is there an extra charge for resetting?
Yes No

Midwest Meetings Guide Book 2009

Site Selection
Is lighting controlled within the room?
Yes No
Are temperature controls within the room?
Yes No
Are there movable walls?
Yes No
Is high-speed internet access available?
Yes No
Wireless internet access?
Yes No
Is another group using the room before or after
your group?
Yes No
If yes, who?

Site Personnel

Will staff need special orientation?

Yes No
Is staff properly dressed/attentive?
Yes No
Are they polite and efficient?
Yes No
Is a concierge available to guests?
Yes No

Safety

Is there a working fire alarm system?

Yes No
Are evacuation procedures posted?
Yes No
Are exits clearly marked?
Yes No
Are safe deposit boxes available?
Yes No
Is there an onsite security force?
Yes No
Is there an onsite house physician?
Yes No
Are personnel CPR trained?
Yes No
Nearest medical facility:



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

www.MidwestMeetings.com

Restaurant(s) food quality . ............ 1

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

2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2

3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3

4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4
4

5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5

General Pricing Information

4
4
4
4
4
4
4
4

5
5
5
5
5
5
5
5

Rooms:
Rack rates: Sgle $
Dble $
Group rates: Sgle $ Dble $
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 $

Ste $
Ste $

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.

Post-meeting Evaluation
Name (optional)
Meeting:
Sessions Attended:

Please rate from 1 (dissatisfied) to 5 (satisfied)

those categories which apply.
Lodging

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

Meeting Registration

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

Meeting/Event Facility

Cleanliness of space .............................1 2 3 4 5

Appearance ..........................................1 2 3 4 5
Food and beverages offered ..................1 2 3 4 5

Restroom accessibility . ........................1 2 3 4 5

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




Speaker/Facilitator

Knowledge of subject ...........................1 2 3 4 5

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

Program:

Topic was timely ..................................1 2 3 4 5

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

Midwest Meetings Guide Book 2009

Post-meeting Evaluation
Please rate from 1 (disagree) to 5 (agree) those
categories which apply.
Encouraged discussion...........................1 2 3 4 5
Met meeting/event objectives..............1 2 3 4 5
Met overall expectations......................1 2 3 4 5
Comments




General

Have you attended this meeting before?

Yes No
Would you attend this meeting again?
Yes No
Would you recommend this destination?
Yes No
Were your expectations met?
Yes No
Were event materials adequate?
Yes No
Were the topics you wanted covered?
Yes No
Please rate from 1 (not important) to 5 (important) your reasons for attending.
Required................................................1 2 3 4 5
Networking...........................................1 2 3 4 5
Learn new skill......................................1 2 3 4 5
Certification..........................................1 2 3 4 5
Destination............................................1 2 3 4 5
Which session was most helpful/interesting?





Which session was least helpful/interesting?





Which speaker/facilitator would you
recommend/why?

www.MidwestMeetings.com

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 meetings success should be
judged according to those objectives.

Security and Safety

Meeting/Event

Dates:
/
/
Event facility:

Date inspected:
Onsite contact:

Phone number:
Lodging facility:

Date inspected:
Onsite contact:

Phone number:

to
/

Yes or No

Important Phone Numbers

Front 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):

Facility

Please rate from 1 (dissatisfied) to 5 (satisfied)

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

10

Parking security personnel ................... 1 2 3 4 5

Condition of sidewalks ........................ 1 2 3 4 5
Snow removal procedures .................... 1 2 3 4 5
Evacuation procedures ......................... 1 2 3 4 5
Has the staff undergone background
checks?
Yes No
Are outside security companies allowed?
Yes No
Are emergency food and water supplies onsite?
Yes No
Are members of the staff familiar with CPR/
Heimlich maneuver?
Yes No
Are there manual fire alarms at doors?
Yes No
Are there onsite EMTs?
Yes No
Are there security guards?
Yes No
Are doctors onsite?
Yes No
Are dentists onsite?
Yes No
Are defibrillators onsite?
Yes No
Are surveillance cameras onsite?
Yes No
Is 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

Midwest Meetings Guide Book 2009

Security and Safety

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

Where is the nearest

Airport
Hospital
Pharmacy
Clinic
Dentist
Storm shelter

Quick Questions

What is the facilitys 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?

www.MidwestMeetings.com

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.

11

Speaker Success
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 Evening
Audience demographics (e.g. % men, %
women, business professionals, manufacturing
personnel, volunteers, etc.):
Audience size:
Meeting purpose:
Presentation length:
Presentation purpose:
o Informational o Technical o Educational
o Motivational o Entertainment
Resources:
Referrals:

Speakers bureaus:

Other:

Speaker type (best fit for meeting purpose):
o Professional Speaker o Keynote Speaker
o Author - Book title:
o Consultant o Trainer
o Sports Personality o Celebrity
o Humorist
Type Selected:
Do you have the following candidate(s)
information
Contact information
o Yes o No
Bio
o Yes o No
References
o Yes o No
Testimonials
o Yes o No
Client list
o Yes o No
Presentation videos/DVDs
o Yes o No
Samples of products (books, CDs, etc.)
o Yes o No

Interview Candidate(s)

(12 to 18 months before the event.)

Does the speaker create new presentations
based on meeting topics?
o Yes o No
What are possible topics?
Has the speaker addressed similar groups?
o Yes o No

12

Which one(s)?
Does the speaker have a Q & A session?
o Yes o No
Is the speaker willing to be available to
attendees before and after the presentation?
o Yes o No
Does the speaker belong to professional
associations?
o Yes o No
Which one(s)?
Is the speaker certified (e.g. CSP or CPAE)?
o Yes o No
Which one(s)?
Does the speaker intend to sell products/books
at the event?
o Yes o No
Does the speaker use clean/appropriate
humor?
o Yes o No
What type of audiovisual equipment
is needed?

Will speaker supply handouts, other props?
o Yes o No
Will the speaker bring a guest?
o Yes o No
Name:

Who will pay guest costs?

What costs are negotiable?
Other:
Fees and Costs

Speaker 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 No
Speaker fee
o Yes o No
Travel
o Yes o No
Lodging
o Yes o No
Meals
o Yes o No

Midwest Meetings Guide Book 2009

Speaker Success
Agreement for recording the event
o Yes o No
Cancellation policy
o Yes o No
Audiovisual needs
o Yes o No
Payment terms
o Yes o No
Reimbursements
o Yes o No
Restrictions
o Yes o No
Facilitator or assistant needs
o Yes o No
Additional comments, stipulations or special
requests:




Date contract/agreement signed:
/
/
Speakers Publicity Materials

(Request three to six months before event.

Do you have)
Speakers bio
o Yes o No
Details:


Speakers photos
o Yes o No
Speakers requested promotional items:

Other approved publicity material:

Information for Speaker

(Send as soon as possible after contract is signed.

Does the material include)
Contact list
o Yes o No
Company or group information
o Yes o No
Event logistics
o Yes o No
Company newsletter
o Yes o No
Conference/speaker expectations
o Yes o No
Dress requirements
o Yes o No
Other meeting speakers/topics list
o Yes o No
Social events list
o Yes o No

www.MidwestMeetings.com

Paperwork, tickets, passes or coupons needed

for event
o Yes o No
Confirm Accommodations

(Four to six days before the event.)

Hotel room
o Yes o No
Flight schedule
o Yes o No
Meals
o Yes o No
Airport greeter/pickup
o 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 No
Transportation arrangements
o Yes o No
Social event or other schedules
o Yes o No
Room setup
o Yes o No
Welcome gifts
o Yes o No
Equipment
o Yes o No
Rehearsal
o Yes o No
Rehearsal time(s)
/
/
Badge and/or meeting kit
o Yes o No
Speaker introducer
o Yes o No
Name:
Facilitator or assistant
o Yes o No
Name(s):
Shipped materials
o Yes o No
Emergency 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.

13

Teambuilding
General Information

Organization:
Team members:


Team leader:
Budget for teambuilding exercise:

Date of teambuilding exercise:
/
/
Time of teambuilding exercise:

Time allotted for teambuilding exercise:
Onsite Offsite
Location:
Number of participants:
The teambuilding exercise will be run by:
The organization
An outside company
Name of outside company (if applicable):

Goals and Objectives

Organizations main goal:

Top issue facing the organization:

Purpose of forming this team:

Teams role in achieving organizations goal:

Overall purpose of teambuilding exercise:

The team will work together:
Permanently
Long-term
Short-term
If not permanently, what is the time frame for
this team to work together?

Type of Group

The majority of the team members are:

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

14

The team is composed of:

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

Name/role:

Name/role:

Name/role:

Assessing Issues

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

Choosing an Exercise

The 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

Midwest Meetings Guide Book 2009

Teambuilding
Building Teams

The teambuilding exercise chosen for this team is:

Facilitator:

Will team members choose their own roles?
Yes No
The 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 No
Will team members assist in developing an
objective?
Yes No
The objective of this teambuilding session is:

Does the exercise draw in all learning styles?
Auditory (learn by listening)
Yes No
Kinesthetic (learn by touching)
Yes No
Visual (learn by watching)
Yes No

Debriefing

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

Review/Follow-up

Survey team members to evaluate their experience.

Example:
Did you feel included and invited to
participate?
Yes No
Did you believe the exercise helped to improve
communication?
Yes No

www.MidwestMeetings.com

Did the exercise have real-world work

relevance?
Yes No
Do you feel your efforts for the team were
acknowledged?
Yes No
Do you believe the team members now have a
better understanding of each other?
Yes No
How will the teams 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.

15

Spa Inspection
Meeting/Property General Information

Meeting 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 Information

Spa budget:
Type of spa:
Cruise ship spa
Day spa
Destination spa
Medical spa
Mineral springs spa
Resort spa
Spa 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 No
Do all treatment rooms and public areas appear
to be clean and well-maintained?
Yes No
Is the property ADA compliant?
Yes No

Security and Staffing

Are lockers provided for spa-goers?

Yes No
Number of spa staff onsite:
Is additional staff available if needed?
Yes No
Are spa staff licensed/certified?
Yes No
Is security staff available onsite?
Yes No

16

Is medical staff available onsite?

Yes No
Are emergency procedures and exits posted
throughout the site?
Yes No
Will spa-goers be screened or consulted by spa
staff before undergoing treatments?
Yes No
If yes, is this information kept confidential?
Yes No
Attendee Comfort

Does the spa provide descriptions of treatments?

Yes No
Does the spa provide guidelines on proper
attire?
Yes No
Does the spa implement different treatments
designed for both genders?
Yes No
Can attendees specifically request a male or
female spa therapist?
Yes No
Are robes provided for spa-goers?
Yes No
Is complimentary bottled water available
to spa-goers?
Yes No

Treatments and Services

What types of treatments are offered?

Body treatments
Facials
Hydrotherapy
Manicures/pedicures
Massages
Signature services
What additional services/equipment are
available?
Diet consultation
Fitness rooms
Health/wellness classes
Saunas
Yoga classes
Do extra charges apply for use of additional
services/equipment?
Yes No
Are special programs available to meeting
groups?
Yes No
If yes, what programs are available?

Midwest Meetings Guide Book 2009

Spa Inspection
Are package treatments available?
Yes No
If package treatments are available, what
choices are included?




What are the costs of package treatments?

Options and Costs

Number 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 No
Are gratuities included in the costs?
Yes No
Will attendees be expected to tip?
Yes No

Other Considerations

Will meeting materials include available spa

options?
Yes No
Attendees 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/certificates for spa treatments following the meeting
or event?
Yes No

www.MidwestMeetings.com

If yes, when do spa tickets/certificates expire?

What is the policy for unused or unredeemed
spa treatments?

Contract Details

Booking date:
/
/
Does the spa employ a written contract?
Yes No
Does the contract include...
Event details (date, time, etc.)?
Yes No
Hours of spa availability to attendees?
Yes No
Number of treatments needed?
Yes No
Specific selected treatment options?
Yes No
Individual treatment rates?
Yes No
Amount of deposit required?
Yes No
Date by which to be paid?
Yes No
A cancellation policy?
Yes No
A refund policy?
Yes No
A statement of taxes and gratuities?
Yes No
A statement of additional/special requests?
Yes No
If yes, specify:

A statement of additional service charges?
Yes No
If 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.

17

Planner Education
Goals and Objectives

What is your goal for pursuing meeting

planning education opportunities?
r Advancement in career
r Certification
r Continuing education
r Experience in field
r Degree in field
r Mentoring relationship
r Real-world knowledge
r Recognition from employers
r Specific skill set
r Other
Specify:


What are the top three topics or skills you
want to learn?
1.



2.



3.

Budget

What is your education budget? $

Are you eligible for assistance through your
employer?
r Yes r No
If yes, how much? $


Are you eligible for grants or scholarships?
r Yes r No
If yes, how much? $


Are you eligible for student loans?
r Yes r No
If yes, how much? $

Format and Schedule

What type of learner are you?

r Auditory (learn by listening)
r Kinesthetic (learn by touching)
r Visual (learn by watching)

18

What type of education format works best for

you?
r Correspondence
r Online
r Onsite
What type of education schedule works best
for you?
r Classroom hours
r Evenings
r Independent study r Multi-day program
r One-day program
r Split days
r Weekends
r Other:
Specify:


Are you able to travel to attend classes,
programs or exams if necessary?
r Yes r No
Options and Requirements

What type of education option are you

considering?
r Certified Meeting Professional designation
r Certified Special Events Professional
designation
r Formal mentorship
r Four-year university hospitality program
r Global Certification in Meeting
Management designation
r Industry educational class or seminar
r Informal mentorship
r Single hospitality course or program
r Two-year university hospitality program
r University certification program
r Other:
Specify:

Does this option
Match your education budget?
r Yes r No
Require an application or qualification
process?
r Yes r No
If yes, are you qualified?


If no, what steps must you complete to qualify?
1.


2.


3.

Midwest Meetings Guide Book 2009

Planner Education
Require completion of a certain number of
hours?
r Yes r No
If yes, how many hours?

Require accumulation of a certain number of
points or credits?
r Yes r No
If yes, how many?

Require travel to attend classes, programs or
exams?
r Yes r No
Match your scheduling needs?
r Yes r No
Learning Experience

Does this option

Allow for one-on-one interaction with the
instructor?
r Yes r No
Provide access to experienced professionals
with a reputation for success?
r Yes r No
Encourage interaction between participants in
the learning environment?
r Yes r No
Encourage interaction between participants
outside the learning environment?
r Yes r No
Challenge participants to think outside the
box?
r Yes r No
Have a high retention and graduation rate?
r Yes r No

Long-term Outlook

Does this option

Satisfy your top goals in pursuing further
education opportunities?
r Yes r No
Provide practical knowledge that can be applied
on the job to improve your performance?
r Yes r No
Provide up-to-date content that is reviewed
periodically?
r Yes r No
Require periodic retesting?
r Yes r No
If yes, how often?


Offer recurring continuing education options
in the future?
r Yes r No

www.MidwestMeetings.com

If yes, how often?

Provide work placement assistance or career
advancement opportunities?
r Yes r No
If 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 Stage

What 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.

19

Meeting Budget
General Information

Organization:
Meeting date:
Meeting duration:
Meeting location:
Number of attendees:
Starting budget: $

Meeting Space

Number 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 Rooms

Number 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 Beverage

Number 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:
$

20

Multiply by expected headcount for total food

and beverage costs: $

Equipment Rental

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

Travel

Number of needed airline tickets

at $
Total: $
Number of needed bus tickets
at $
Total: $
Number of needed train tickets
at $
Total: $
Number of paid attendee miles
at $
Total: $
Add total expected travel costs: $

each.
each.
each.
per mile.

Meeting Transportation

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

Services

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

Midwest Meetings Guide Book 2009

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

Onsite Staff

Number 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: $

Miscellaneous

Attendee 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?
Yes No
If so, specify:
% of total expected meeting costs
= $
Final total: $

Expected Income

Activity tickets: $

www.MidwestMeetings.com

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?
Yes
Excess: $
No
Deficit: $
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.

21

Risk Management
Group Planning

How many attendees are you expecting for the

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

22

If yes, will emergency personnel be present in

case of accidents or injuries?
r Yes r No
If no, will you have all emergency contact
information on hand at all times?
r Yes r No
Have you arranged for transportation of
attendees during the meeting or event?
r Yes r No
If yes, have you obtained copies of insurance
documents and current drivers licenses from
all drivers?
r Yes r No
Facility and Location Planning

Is the facility ADA accessible?

r Yes r No
Does the facility employ onsite security
personnel?
r Yes r No
Does the facility employ an onsite EMT?
r Yes r No
Is a first-aid station located near your meeting
space?
r Yes r No
Are emergency phones located throughout
the facility?
r Yes r No
Is 911 access available in and around the
meeting facility?
r Yes r No
If 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 No
Do all facility and planning staff members
carry radios or cell phones to ensure
immediate communication in case of an
emergency?
r Yes r No
Are all exits clearly marked throughout the
facility?
r Yes r No
When was the last time the facilitys smoke
alarms were tested?

Does the facilitys alarm system include means
of alerting those with a hearing or sight loss?
r Yes r No
Does the facility include a PA system to issue
instructions in case of an emergency?
r Yes r No

Midwest Meetings Guide Book 2009

Risk Management
Does the facility have designated rendezvous
points outside at which to gather in case of an
emergency indoors?
r Yes r No
Will facility staff be on hand in case of an
emergency to instruct and direct people to
safety?
r Yes r No
When was the last time the facilitys
emergency plan was updated?

What hazards does the facilitys emergency
plan cover?

Will food be served during the meeting or
event?
r Yes r No
If yes, have you obtained appropriate
certificates of insurance from food providers?
r Yes r No
Will alcohol be served during the meeting or
event?
r Yes r No
If yes, have you obtained appropriate licenses
and certificates of insurance from alcohol
providers?
r Yes r No
Have the bartenders and servers obtained
appropriate alcohol training?
r Yes r No
Will bartenders and servers verify the ages of
those served alcohol?
r Yes r No
Will attendees be leaving the facility following
alcohol consumption?
r Yes r No
If yes, have you arranged for transportation for
these attendees?
r Yes r No
Is inclement weather likely in the meeting or
event location?
r Yes r No
If yes, have you coordinated an alternative
meeting or event location in case of weatherrelated complications?
r Yes r No
Have you coordinated emergency
transportation in case of an evacuation?
r Yes r No
What methods are available for contacting
attendees?
r Cell phones
r Email
r PA system
r Pagers
r PDAs
r Room phones
r Text messaging

www.MidwestMeetings.com

Steps to Take

r Familiarize yourself with the facilitys

emergency and evacuation plans.
r Familiarize yourself with the facilitys
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.

23

Winter in Resorts
General Information

Organization:
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 No
If no, specify fee per vehicle:
Type of resort:
r All-inclusive resort
r Golf resort
r Luxury resort
r Ranch resort
r Spa resort

r Family resort
r Lake resort
r Mountain resort
r Ski resort
r Waterpark resort

Does the resort offer the following facilities onsite?

Business center
r Yes r No
Casino
r Yes r No
Fitness center
r Yes r No
Golf course
r Yes r No
Restaurant/lounge
r Yes r No
Spa
r Yes r No
Waterpark
r Yes r No
Activities

What indoor activities are available in or around

the resort?
r Arcade
r Art galleries
r Bowling
r Comedy clubs
r Concerts
r Cooking classes

24

r Fine dining
r Gaming
r Gift shop
r Hot tub
r Indoor golf
r Indoor volleyball
r Indoor racquetball r Museums
r Nightclubs
r Sauna
r Shopping
r Spa treatments
r Swimming
r Theatre
r Other:

What winter activities are available in or around
the resort?
r Ballooning
r Bobsledding
r Cross-country skiing r Dog sledding
r Downhill skiing
r Hiking
r Horseback riding
r Hunting
r Ice fishing
r Ice skating
r Ski lessons
r Sledding
r Sleigh rides
r Snowboarding
r Snowmobiling
r Snowshoeing
r Snowtubing
r Tours
r Winter programs
r Winter festivals
r Other:
Other Considerations

Is the resort location easily accessible for all

attendees?
r Yes r No
Does the resort offer complimentary
transportation to points of interest onsite?
r Yes r No
Is ground transportation available for offsite
activities?
r Yes r No
Are any renovation or construction plans
under way at the property?
r Yes r No
If yes, will any parts of the property be closed?
r Yes r No
Will other groups be onsite during your
meeting or event?
r Yes r No
If yes, is there an opportunity to combine
groups for activities, meal functions, etc.?
r Yes r No
Are any meeting or event services provided
exclusively through the resort?
r Yes r No
If yes, specify:
Will you utilize the onsite dining options for
organized meeting or event meal functions?
r Yes r No
Does the resort offer onsite daycare or
childrens activities for attendees who bring
their families?
r Yes r No

Midwest Meetings Guide Book 2009

Winter in Resorts
If yes, specify:

Is an activity director available to assist with
developing group itineraries?
r Yes r No
Are all activity providers, onsite and offsite,
properly insured?
r Yes r No
Do lessons or safety briefings preface all
activities?
r Yes r No
Are group activity packages available through
the resort?
Onsite activity packages
r Yes r No
If yes, cost per person: $
What activities are included?

Offsite activity packages
r Yes r No
If yes, cost per person: $
What activities are included?


Reviews and Checks

r 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 resorts 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 higherimpact 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.

www.MidwestMeetings.com

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.

25

Golf Planning Checklist

Tournament name:

Objective:


Entry deadline:
Site:

Type of course:
Private
Public
Resort
Distance between site and golf facility:

Amount of time allotted to golf tournament:

Number of golf carts needed:

Tournament format:
Best ball
Match play
Scramble
Stroke play
Other:
Other:
Other:
Participants

Maximum number of golfers:

Which type(s) of golfer will your tournament
target?
Amateur
Female
Male
Middle-handicap
Professional
Senior
Youth
Other:
Where are participants based?
Local
Regional
National
Will participants sign up within their own teams?
Yes No
If no, who will handle these details?




Financial Considerations

Tournament budget:
Cost per player:
Entry fee:
Is this a charitable golf tournament?
Yes No
If yes, what cause(s) will benefit from the event?

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Who will be contacted for sponsorships?

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Will previous sponsors participate again?
Yes No
If so, which ones?








Golf Insurance

Is inclement weather likely during your golf

tournament?
Yes No
If yes, do you have an alternate date planned?
Yes No
If so, alternate date is:
Liability insurance provider:

Rain insurance provider:

Hole-in-one insurance provider:

Other Activities/Entertainment

Will golf contests be offered during the event?

Yes No
If yes, which contests?
Beat the pro
Closest to the line
Closest to the pin
Fewest putts
Hole-in-one
Longest drive
Longest putt
Most putts

Midwest Meetings Guide Book 2009

2008

Golf Planning Checklist

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

allowed to use the facilitys communication

system?
Is enough parking space available onsite to
accommodate all participants and spectators?
Does the facility employ a preferred or inhouse photographer who can work your event?
Will aid stations be located throughout
the golf course or will roving aid carts be
provided?
Will press releases be issued to local or regional
media to increase exposure for tournament
sponsors and participants?

Miscellaneous

Additional Notes:

Will a golf pro or celebrity host your golf

tournament?
Yes No
If yes, who?


Will you enlist the help of volunteers during the
tournament?
Yes No
If yes, what duties will volunteers carry out?




Will your event involve a meal function?
Yes No
How many people will attend the meal?

Is onsite food service available at the facility?
Yes No
Which vendors will provide the following?
Awards:
Entry forms:
Giveaways:
Posters:
Prizes:
T-shirts:
Signage:
Other:
Other:
Other:
Other:
Other Considerations
Will the golf facility staff handle player
pairings?
Is signage allowed throughout the facility to
indicate function areas and directions?
Will facility staff assist with the placement of
signage?
Will event planning staff and/or volunteers be

www.MidwestMeetings.com

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.

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