Planning Timeline

From start to finish, our experts at the Fox Cities Convention & Visitors Bureau are here to help you with a variety of complimentary services to ensure your event is successful and memorable.

12 - 18 Months Out

  • Set objectives, meeting/exhibit dates and locale
  • Set preliminary budget
  • Contact CVBs, hotels and conference centers
  • Set registration fees and policy
  • Conduct site visit
  • Check site references from other meeting planners
  • Establish meeting theme and objectives
  • Sign hotel contracts
  • Prepare first calendar notices and press releases
  • Invite and confirm key speakers
  • Determine preliminary food and beverage requirements
  • Prepare program agenda

4 - 6 Months Out

  • Order and confirm delivery date of materials/giveaways
  • Select photographer, entertainment, and security vendor
  • Begin processing registration forms
  • Determine participants: facilitators, dignitaries etc
  • Solicit sponsors and confirm in writing
  • Book your headliner entertainment
  • Develop meeting requirements and times for meal functions, receptions, special activities, exhibits and tours
  • Refine program and agenda
  • Assign speaker locations/times
  • Confirm audiovisual requirements with chosen venue
  • Plan meeting sessions that include topics and rooms
  • Determine transportation needs of participants
  • Determine meal selection and pricing
  • Finalize the specific meeting rooms and layouts required
  • Have all decisions finalized in contractual form

2 -3 Months Out

  • Send invitation letters to VIPs
  • Determine materials needed in registration packet
  • Determine meeting room setups and notify venue
  • Order necessary signs, banners and room signage
  • Finalize session schedule and room assignments
  • Finalize F&B schedule
  • Determine on-site staff needs
  • Determine security needs
  • Review processing and billing activity with hotels
  • Plan social events with local clubs and restaurants
  • Confirm agenda with speakers and presenters
  • Confirm presentation needs with site manager
  • Email speakers and/or presenters their travel and registration information and agendas
  • Finalize meal selection/confirm site details
  • Reconfirm with all external vendors
  • Send attendees information regarding attire, agenda, hotel and travel arrangements

1 Month Out

  • Print final program and conference guide
  • Check cut-off date for sleeping room bookings at hotel
  • Request room pick-up list
  • Submit daily schedule to hotel
  • Contact all speakers to confirm
  • Submit final room list to the site manager
  • Create meeting handouts in hard copy and electronic
  • Send attendees information about the meeting, participation requirements and facilities
  • Email final registration information, travel plans and updated agendas
  • Cut off date for guarantee numbers for special activities such as golf outings or tours
  • Organize registration materials

1 - 2 Weeks Out

  • Ship any necessary materials to meeting site and confirm delivery
  • Make pre-event preparations onsite
  • Prepare registration list with count of registrants
  • Finalize food arrangements
  • Review any updates or changes with site manager
  • Confirm number of attendees with hotel and caterer
  • Check inventory of materials shipped in advance
  • Meet with facility accounting department to confirm procedures for daily review of charges to master account and prepare final accounting and auditing report of all changes
  • Review rooming list with front desk and confirm all pre-registered attendees and procedure for check-in; inspect rooms assigned to VIPs and to attendees requiring rooms meeting ADA standards
  • Coordinate specific times for guest room delivery of any meeting materials and/or gifts for VIPs

Meeting Day

  • Review any updates or changes
  • Set up registration tables with attendee materials
  • Re-check accommodations list and meeting room needs
  • Set up signage, banners and tent cards in the meeting rooms
  • Check audiovisual equipment
  • Post direction signs and large posters outside rooms
  • Welcome attendees and distribute name badges, final agendas and materials
  • Confirm meal timing
  • Plan separate post-meeting follow-ups with your own staff and facility staff and issue specific gratuities

Fox Cities Visitor Guide

Fox Cities Visitor Center

3433 W. College Avenue, Appleton, WI 54914


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