This timeline offers guidelines for planning a dinner meeting with local physicians.
Three Months Prior to the Dinner
- Determine the dinner date
- Create the list of invitees
- Determine the budget
- Discuss support with industry representatives
- Research potential locations assessing the size of the room, the noise level, menu options, etc.
- Identify speakers and topics
Two Months Prior to the Dinner
- Decide on the location
- Develop menu and wine with the caterer
- Order the audio/visual equipment for speakers including: overhead projector, screen, podium,
microphone, laser pointer, flip chart and stand, markers, computer and power cord, recorder
(audio or video) power strips/extension cords, etc.
- Sign the location contract and pay the deposit
- Develop the agenda
- Confirm speakers and get copies of their supporting materials
- Purchase speaker thank-you gifts
- Create invitations (Sample included in this toolkit)
45 Days Prior to the Dinner
- Mail invitations including RSVP directions (Sample included in this kit)
- Order notebooks, pens, highlighters, promotional items, business cards, product literature, name
badges, name place holders for the table, etc.
One Month Prior to the Dinner
- Create list of confirmed attendees
- Contact people who have not confirmed
One Week Prior to the Dinner
- Confirm the menu with the caterer
- Send an email or fax to all attendees confirming the date, time, and location of the dinner
- Print name badges and a sign-in sheet
- Print the speakers’ materials
- Develop evaluations for speakers and for the entire event
Day of Dinner
- Plan to arrive at least an hour before the dinner
- Set up the registration table with the name badges and sign-in sheet
- Make sure the A/V equipment works
- Place the evaluations and other materials at each place setting
Two Days after the Dinner
- Send thank-you letters to the attendees including key messages
- Send thank-you notes to speakers
- Review evaluations to determine how to improve on the next dinner
Posted June 2010