Decision Making timeline

At Summit Management Services, our goal is to create flawless meetings with compelling results. To serve you better, we’ve developed a decision making timeline to help guide you through the event planning and management process.

 

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