Objectives:

Upon successful completion of this course, participants will be able to:

• Develop comprehensive event and meeting project plans, budgets, and timelines.
• Master the logistical requirements for both virtual, hybrid, and in-person events.
• Effectively source, negotiate with, and manage vendors (catering, venue, technology).
• Coordinate all aspects of participant management, from invitations to post-event feedback.
• Implement and troubleshoot meeting technology (A/V, virtual platforms, registration systems).
• Manage critical meetings (e.g., Board meetings) with a focus on confidentiality and protocol.
• Track event expenditures and conduct post-event financial reconciliation and reporting.
• Develop a systematic pre- and post-meeting follow-up plan for action items and decisions.

Target Audience:

• Administrative Assistants and Executive Assistants involved in meeting/event planning
• Office Managers and Department Coordinators
• Internal Event Planners and Meeting Specialists
• Anyone responsible for coordinating high-stakes meetings or conferences
• Staff who manage virtual or hybrid meetings platforms (Zoom, Teams, Webex)
• Professionals seeking to formalize and professionalize their event coordination skills

• Case studies on event planning failures and successful corporate conferences
• Group project: creating a complete event budget, timeline, and vendor RFP
• Role-playing negotiations with simulated venue and catering vendors
• Hands-on practice with virtual meeting platforms (breakout rooms, polling, Q&A)
• Individual exercise in drafting a confidential board meeting agenda and minutes
• Discussions on risk management and contingency planning for high-stakes events
• Post-event survey design and data analysis workshop

Unit 1: Foundational Event Planning and Strategy

• Establishing clear, measurable objectives for the meeting or event (ROI).
• Conducting a thorough needs assessment and determining the appropriate format (in-person, virtual, hybrid).
• Creating a master event timeline and developing a detailed task breakdown structure (WBS).
• Assembling and managing the core planning team and delegating responsibilities.

• Developing a comprehensive, zero-based event budget and tracking estimated vs. actual costs.
• Identifying potential revenue streams (if applicable) and managing sponsorship/registration.
• Implementing cost-saving strategies without compromising event quality.
• Managing payment schedules, invoicing, and post-event financial reconciliation.

Unit 2: Logistics and Vendor Management

• Developing a clear Request for Proposal (RFP) for venue and vendor sourcing.
• Evaluating venues based on capacity, location, technology, and catering capabilities.
• Negotiating favorable contract terms, minimizing cancellation risks, and securing necessary insurance.
• Managing room blocks, transportation, and on-site logistics for participants.

• Planning menu selection, considering dietary restrictions, allergies, and cultural needs.
• Managing on-site vendor relations (A/V, IT support, catering staff) and ensuring seamless service.
• Designing the event flow, including registration, traffic control, and break schedules.
• Developing a detailed contingency and emergency response plan for on-site issues.

Unit 3: Participant Management and Communication

• Designing professional invitations, registration forms, and follow-up communications.
• Managing the RSVP process, tracking attendance, and processing confirmations.
• Utilizing Event Management Software (EMS) for streamlined communication and registration.
• Developing and distributing necessary pre-event materials (agendas, pre-reads, venue details).

• Selecting and mastering the appropriate virtual platform (Teams, Zoom, Webex) for the event.
• Managing virtual logistics: participant access, breakout rooms, polls, and technical support.
• Strategies for effective audience engagement and moderation in a virtual/hybrid setting.
• Ensuring seamless A/V integration for presenters and attendees in hybrid environments.

Unit 4: High-Stakes and Formal Meeting Protocol

• Understanding the protocol and legal requirements for board and formal committee meetings.
• Preparing and distributing highly confidential board packages and pre-reading materials securely.
• Implementing advanced minute-taking techniques to capture decisions, motions, and dissent.
• Managing the room setup, technology, and discrete needs of senior leadership.

• Techniques for keeping meetings focused, on-time, and adhering to the agenda.
• Managing participant disruptions and keeping discussions constructive.
• Developing a systematic process for tracking, assigning, and monitoring all action items post-meeting.
• Archiving final documents and minutes according to retention policy.

Unit 5: Post-Event Analysis and Continuous Improvement

• Collecting final invoices, reconciling the budget, and closing all vendor contracts.
• Ensuring all post-event payments and reimbursements are processed promptly.
• Creating a comprehensive final event report detailing outcomes, attendance, and financials.
• Archiving all event-related documents and communications for future reference.

• Designing and administering post-event feedback surveys for participants and stakeholders.
• Analyzing feedback data to identify successes and areas for improvement.
• Conducting a lessons-learned debrief with the planning team.
• Developing a "Go-To" checklist and best practices guide for future events.