Meetings Checklist – What to do when

Planning for meetings is best done well in advance especially if you are going to include full day meetings in your yearly programme. Allow at least 8 weeks notice to members and if possible 12 weeks. If you can pre-plan annually and give a year’s notice to you members, then even better.

  1. Preparation for your meeting
    Decide on venue
    Topic/speaker – consider what is available from deanery/PGMC
    Budget/Costs
    Sponsors
    Date – consider any sporting event/other dental meeting taking place
  2. Venue
    Access – disable, good rail/road links and parking
    Extra rooms – quiet room/break out rooms
    Look at day delegate rate (DDR) against individual costs
    Equipment needed – AV, PA system
    Catering available
  3. Sponsors
    Consider companies relating to the topic
    Ask the speaker if they have any preference

12 Weeks before meeting date or earlier:

  1. Book venue & catering[ ]
    Set up times[ ]
    Menu[ ]
    H&S details e.g. Liability policy, Food Hygiene, Fire cert[]
    Equipment e.g. AV, PA, [ ]
  2. Book Speaker[ ]
    Name
    Contact details:
    Confirm date, time, venue, fees, length of presentation, [ ]
    title and aims & objectives
  3. Contact Deanery re CPD if Section 63[ ]
  4. Issue flyer to members[]
    Include: date, time, venue, speaker, aims & objectives,
    costs per person, dietary requirements,
    Pass information to BDA B&S team to advertise
  5. Sponsors[ ]
    How many can you accommodate
    Contact sponsors – see list on community page, perhaps
    topic specific
    Offer space at agreed cost – table/cloth/electric/buffet
    If offering more than one meeting – word offer so that you are giving
    a discount for the more they attend.
    Issue invoice – see sample/template on community page[ ]
  6. Bookings
    Remember to always send a receipt of a booking especially if a fee is
    being charged for the meeting.
    2 weeks before
  7. Prepare register, evaluation questionnaire, CPD certificates[ ]
  8. Ask speaker about hand-outs[ ]
  9. Payments received from sponsors[ ]
  10. If meeting is based on break even – check numbers to
    ensure still possible [ ]
    1 week before
  11. Confirm numbers to venue, run over final details[ ]
  12. Contact speakers to confirm venue, times etc.[ ]
    On the day
  13. Responsibilities
    Who’s manning reception desk[ ]
    Looking after the speaker[ ]
    Chairing the meeting[ ]
    After the meetings
  14. Evaluate the questionnaires[ ]
  15. Send thank you letters and details of comments to [ ]
    speaker and sponsors