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 | One year before the event (back to top) |
 | Define who is in charge |
| Determine the objective of the event |
| Target audience (obtain databases from trade/professional chambers/associations, the yellow pages, CAINTRA, Bancomext, CANACO, etc.) |
| Hold meetings with potential event organizers, and having chosen your specialist, proceed to: |
| | | Draw up a preliminary plan | | Set the budget | | Select the venue |
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 | Nine months before the event (back to top) |
| Establish committees |
| Draw up the program of presentations |
| Draw up social / guest programs |
| Negotiate and reserve hotel rooms (look for a win-win scenario) |
| Look for sponsors |
| Define the image to promote the event |
| Execute the event advertising strategy: direct mail, web pages, press, TV, specialized magazines, etc. |
| First mailing to the database |
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 | Six months before the event (back to top) |
| Continue advertising the event |
| Identify suppliers and obtain quotes: audiovisual equipment, records, hostesses, etc. |
| Present event to the media |
| Present event to sponsors |
| Confirm speakers |
| Begin to close stand sales |
| Check event budget |
| Draw up transport and accommodation plan |
| Check preliminary academic program based on speaker confirmations |
| Second mailing of information to database (if there is new information) |
| Begin pre-registration |
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 | Three months before the event (back to top) |
| Review event logistics |
| Third mailing of information to database (if there is new information) |
| Redefine needs and revise budget |
| Monitor registrations |
| Print definitive academic program |
| Plan and schedule food and beverage service |
| Confirm audio and video equipment, and other suppliers |
| Fine-tune details for social and guest programs |
| Deliver manual for speakers |
| Continue pre-registration and revise budget |
| Review protocols for opening and closing ceremonies and social events |
| Define and invite VIPs |
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 | One month before the event (back to top) |
| Confirm service contracts: accommodation, food and beverage, transportation, etc. |
| Sampling and confirmation of menus |
| First meetings with suppliers |
| Print pre-registrations |
| Order miscellaneous printed items, such as signs, welcome banners, etc. |
| Prepare information packs for registered attendees |
| Revise guarantees with suppliers in accordance with the latest needs of the event |
| Initial meeting with venue managers and suppliers to review general event logistics, props, policies, etc. |
| Sign contracts with suppliers for payment of deposits |
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 | One week before the event (back to top) |
| Detailed logistics review meeting with event suppliers and committees: |
| |
| Times for erecting and disassembling props |
| Social events |
| Security |
| Housekeeping |
| Signage |
| Reception |
| VIP lounge |
| Check audiovisual equipment |
| Inauguration requirements |
| Confirm inauguration guests |
| Acknowledgements |
| Food and beverages |
| Pre-registration and registration |
| Guest program |
| Confirmation of academic program |
| Confirmation of speakers |
| Other |
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| Finalize costs with suppliers with a final number of attendees |
| Collect together all the notes on the event |
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 | One day before the event (back to top) |
| Last full logistics check |
| Check set-up: |
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| Registration |
| VIP lounge |
| Organizers’ rooms |
| Food and beverages |
| Event rooms |
| Sound and audiovisual equipment |
| Press room |
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| Re-confirm VIP attendance |
| Test sound and audiovisual equipment |
| Prepare name plaques |
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 | Inauguration (Back to top) |
| Rehearse presentations and master of ceremonies (4 hours before event) |
| Executive committee to check protocol logistics |
| Check food quality |
| Place name plaques on the head table |
| Prepare items for cutting the ribbon (scissors and tray) |
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 | After the event (Back to top) |
| Send thanks to sponsors and VIPs |
| Make final payments to suppliers |
| Carry out surveys of attendees and suppliers to look for areas of opportunity |
| Hold a press conference on the achievements |
| Deliver event reviews/reports and acknowledgements to participants |
| If you have a website, it’s a good idea to upload the reviews/reports and speaker notes so that attendees can review them |
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