time line

Conference Decision-Making Timeline

Organization is the key to superior meeting planning!

Summit Management provides these guidelines to encourage timely decision-making -in turn ensuring we have information needed to make your meeting run smoothly. Your ability to decide these critical issues is essential to producing a well-run meeting.

60-90 Days or More Prior to Meeting - Determine Important Parameters

Establish firm meeting date or limited choice of dates - (Watch Holidays!)
Gain firm approval to hold the meeting from appropriate source
Create a preliminary agenda detailing topics and speakers
Estimated number of guest attendees and rooms needed
Determine specifications for sessions - meeting room setup, etc.
Request any special functions, such as off-site dinners
Suggest preferred locations, if any (please try to limit to 3)
Establish decision-making authority - who has the final say
Advise planner of all VIP guests, speakers, and other entities involved in the presentation of the meeting, such as independent associations, contract research organizations, etc., with appropriate contacts.

45-60 Days Prior to Meeting - Authorizing the Meeting and Inviting Guests

Evaluate options and make site selection within 3-5 days
Authorize execution of hotel property and airline zone fare agreements
Advise speakers of topics and provide deadline for delivery of PowerPoint® presentations, preliminary documentation or program handouts
Review and approve meeting information package for attendees
Determine firm travel and reimbursement policies
Publish and extend guest invitations with as much notice as possible

30-45 Days Prior to Meeting - Meeting Preparations

Review preliminary attendance reports frequently. Take action necessary to encourage attendance if response lags
Confirm specifications for on-site arrangements, i.e. audio-visual requirements, breakouts, binder production, any special requirements
Review attrition considerations with planner prior to cutoff dates
Order any premiums or giveaways needed for program

15-30 Days Prior to Meeting - The Final Details

Complete presentations and forward to technical support. Typical information and binder construction requires 14 days unless otherwise advised (especially for international meetings). Deliver materials for reproduction.
Review and approve program menus
Confirm participation by principal speakers and VIPS
Maintain close contact with your Summit project manager