10:00 AM - 10:15 AM

Welcome and Introductions

• [YOUR NAME], Event Manager, welcomes attendees.

• Attendees introduce themselves and state their roles in the event planning process.

• Review meeting objectives and emphasize the importance of collaboration.

10:15 AM - 10:45 AM

Event Overview

• Recap the primary goals and objectives of the event, emphasizing the desired outcomes and attendee experience.

• Review the event theme and its alignment with the organization's mission and values.

• Discuss key performance indicators (KPIs) for measuring event success.

10:45 AM - 11:15 AM

Venue Selection

• Present potential venues that have been researched and shortlisted.

• Discuss logistical considerations such as venue capacity, layout options, and accessibility.

• Evaluate venue amenities including catering services, audio-visual equipment, and parking facilities.

• Make a decision on the final venue selection based on consensus.

11:15 AM - 11:30 AM

Budget Allocation

• Provide an overview of the event budget, detailing projected income and anticipated expenses.

• Seek approval for any necessary budget adjustments based on updated cost estimates or new sponsorships.

• Discuss financial controls and reporting mechanisms to ensure transparency and accountability.

11:30 AM - 11:45 AM

Marketing Strategy

• Review the comprehensive marketing plan designed to promote the event to the target audience.

• Discuss strategies for leveraging social media platforms, email marketing campaigns, and traditional advertising channels.

• Align marketing efforts with the event's goals and ensure consistent messaging across all communication channels.

11:45 AM - 12:00 PM

Vendor Management & Logistics

• Update on vendor contracts and confirmations, ensuring all agreements are in place.

• Discuss logistical arrangements including transportation services for attendees, accommodation options, and technical requirements.

• Address any outstanding logistical concerns and finalize plans for seamless event execution.

12:00 PM

Next Steps and Action Items

• Assign specific tasks and responsibilities to team members and stakeholders, clarifying deadlines and expected outcomes.

• Confirm the date and agenda for the next planning meeting to review progress and address any emerging issues.

• Close the meeting with a summary of key decisions and actions agreed upon.