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 Timetable for Planning a Dinner Meeting

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

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Email: vascular@vascularsociety.org

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VascularWeb® is the prime source for all vascular health and disease information, and is presented by the Society for Vascular Surgery®. Its members are vascular surgeons, specialists, and vascular health professionals who are specialty-trained in all treatments for vascular disease including medical management, non-invasive procedures, and surgery.