Essential Practices in Meetings Management

Essential Practices in Meetings Management

Event Information


Nov 01, 2016 - Nov 02, 2016 Eastern


ASAE Building

J.W. Marriott, Jr. - ASAE Conference Center
1575 I Street, NW
Washington, DC 20005
United States

CAE Hours:




Member Price:


NonMember Price:



Access Pass Points: 14

Essential Practices in Meetings Management is designed for those new to managing association meetings. This engaging, two-day learning program will cover topics, templates, and tactics essential to successful and timely meeting planning. Course materials present real-life examples, report research findings, and define key planning concepts in the meetings and conventions industry. The following management phases will be covered:

  • Process: Analyze essential information and critical details necessary for future planning
  • Prepare: Determine specific items to calculate, inspect, and include pertaining to meeting purpose and logistics
  • Plan: Outline specifications, diagrams, communication, and roles to incorporate in a contract .
  • Program: Reflect on meeting details and how they affect content, format, and marketing
  • Proceed: Review onsite management, operations, and stakeholder involvement

  • Agenda

    • Tuesday, November 1, 2016

      8:00 – 9:00 a.m.                     
      Registration and Continental Breakfast

      9:00 – 10:30 a.m.       
      Module 1: Preview of Industry and Content
      This first module will introduce the foundations of meeting planning. Content leaders will define different types of association meetings, describe the meetings and conventions industry, identify criteria by which to evaluate the success of a meeting, and introduce planning phases essential to successful meetings.

      10:30 – 10:45 a.m.                 
      Morning Networking Break

      10:45 a.m. – 12:15 p.m.         
      Module 2: Phase One—Process
      In the second module, you’ll explore the first phase of meeting planning. You’ll learn how to review historical data to determine feasibility of future meetings and define your meeting purpose, goals, and objectives. You’ll also discover how meeting planners determine needs, wants, and demographics of target audiences as well as the interests, expectations, and involvement of key stakeholders.
      12:15 – 1:00 p.m.       
      Lunch Break

      1:00 – 2:20 p.m.         
      Module 3: Phase Two—Prepare
      Module three dives into the nuts and bolts of planning. Topics include how to determine meeting budget, revenue, expenses, and resources, as well as items to include in an event specifications guide, request for proposal, and contract. The module also covers logistics, including, facility space, entertainment, food and beverage, audiovisual equipment, and other necessary technology. Finally, you’ll get tips on coordinating a site visit to validate location, venue, space, and any on- and off-site activities. 

      2:20 – 2:35 p.m.
      Afternoon Networking Break
      2:35 – 4:00 p.m.                  

      Module 3: Phase Two—Prepare, Continued

      Wednesday, November 2, 2016

      8:00 – 9:00 a.m.                     
      Registration and Continental Breakfast

      9:00 – 10:45 a.m.                   
      Module 4: Phase Three—Plan
      By module four, you’ll be well versed in the basics and ready to get into the weeds of planning. This module will focus on how to coordinate meeting details, specifications, and preparations. You’ll be guided through the process of developing site plans, diagrams, specification guides, and function set-up orders. You’ll also learn how to outline responsibilities and roles of staff, volunteers, and stakeholders.

      10:45 – 11:00 a.m.                 
      Morning Networking Break

      11:00 a.m. – 12:15 p.m.         
      Module 5: Phase Four—Program
      In module five, you’ll review how to identify the right content to meet your meeting’s purpose, goals, and objectives. You’ll consider different adult learning assumptions and learning formats that will inform the content you develop for attendees. You’ll also examine best practices for communicating the meeting plan and overview to necessary parties and promoting the event through marketing, media, and PR activities.
      12:15 – 1:00 p.m.                   
      Lunch Break

      1:00 – 1:55 p.m.                     
      Module 6: Phase Five—Proceed
      To complete the course, Module six will cover topics related to the final stages of meeting planning, including pre- and post-event meetings. Learn how to provide timely information to all parties involved in meeting execution and how to manage volunteer, supplier, contractor, and staff involvement. You’ll discuss how to gather feedback by surveying participants for overall satisfaction on meeting variables.

      1:55 –2:10 p.m.
      Afternoon Networking Break 

      2:10 – 4:00 p.m.                     
      Module 7: Practice Putting It Together
      Module seven summarizes the importance of association meetings and the meeting planning process. You’ll get an in-depth review of the planning phases, tips, techniques, and best practices. You’ll also recap how to anticipate each planning step and possible barriers, as well as get an overview of various meeting industry certifications and designations.

  • Speakers

    • Karin Soyster Fitzgerald, CMP, CAE

      Karen Soster Fitzgerald, CMP, CAE, is COO and deputy executive director of the International Association of Fire Chiefs.

      Wendy Bonvechio

      Wendy Bonvechio is an association consultant with WJB & Associates.

  • Policies