When things go wrong with an event, they are usually traced to actions not being done in a timely manner. It is easy to kick the can down the road, assuming somehow it will all fall together. Never ask a known procrastinator to be the chair of an event. It is hard to say how much in advance every action should be taken, as that will vary with the event. Generally, the longer the event, and the more people involved, the more in advance you should plan. A big national conference might announce their dates and venues several years in advance, while smaller groups are fine one year in advance. An annual calendar of events is a good idea for most groups, even small ones. Management can guide you when to start planning.
It is not just setting the date that matters, but every component of planning the meeting should be done in a timely way. If you start late, everything else will be done late and the chances of failure are high.
Here are the components for meeting planning that must be done in a timely way.
- Date(s)
- City
- Venue Type
- Venue RFP
- Venue Selection
- Contract Negotiation
- Theme
- Speakers
- CME Filing (if applicable)
- Save the Date
- Exhibitors (sponsors)
- Webpage
- Registration
- Marketing
- Menus
- Certificates/Awards (if applicable)
- Guarantees
- Staffing
- Signage
- Handouts
- Nametags
- Onsite supplies
