1. Planning a Meeting:Establishing Goals and ObjectivesUsing SMARTER Planning Speaker Name Date A Program for SGMP’s [ ] Chapter www.sgmp.org

2. Overview www.sgmp.org • Timelines for Planning • Goals and Objectives -- SMARTER Planning • Specific • Measurable • Attainable • Realistic • Time-Bound • Evaluate • Re-Evaluate

3. Timelines www.sgmp.org • Start 18 months out • Create Project Plan • Two month intervals • 2 weeks out • 1 week • Pre Conference • Meeting Day • Post Conference

4. Goals and Objectives • Who will be in attendance? • What do you want to achieve? • Why are you meeting? • Where would be the best place to meet or where would your attendees most likely travel to? • When do you expect to meet? www.sgmp.org

5. SMARTER Planning • Specific • How does this meeting fit in? • Why are we meeting? • What is the purpose of the meeting? • Who should attend? www.sgmp.org

6. SMARTER Planning • Measurable • What is our budget? • Break-even numbers = Total fixed costs/registration fee - variable cost for food and beverage per attendee • Registration fee = Total fixed costs + variable costs for food and average per attendee/# of attendees www.sgmp.org

7. SMARTER Planning Attainable • Set the meeting in an environment that is consistent with the organizational goals • Assignment of duties • Who else will help? www.sgmp.org

8. SMARTER Planning • Realistic • Create Agenda • Document logistics • Make the meeting relevant • Resonate with attendees • Recordable or document the program www.sgmp.org

9. SMARTER Planning • Time-Bound • Keep the project on time • Request for Proposal • SGMP’s RFP Connection • Site Selection • Marketing • Document logistics • Including food and beverage changes www.sgmp.org

10. SMARTER Planning • Evaluate • Poll potential attendees • Create an evaluation/survey after the program • Online surveys – Zoomerang – Survey Monkey www.sgmp.org

11. SMARTER Planning • Re-Evaluate • Reassess • Revisit • Review www.sgmp.org

12. Conclusions www.sgmp.org • What was the most important thing you learned today? • What questions do you have? • What will you do with this material?

13. Original content provided by Debbie Kopkau, MBA, CMP, GMS for the Gilmer Institute of Learning Thank you for your participation! You have earned one educational contact hour for this session. www.sgmp.org