Planning a Meeting:Establishing Goals and Objectives

Using SMARTER Planning

Speaker Name

Date

A Program for SGMP’s [ ] Chapter

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• Timelines for Planning• Goals and Objectives -- SMARTER Planning

• Specific

• Measurable

• Attainable

• Realistic

• Time-Bound

• Evaluate

• Re-Evaluate

Overview

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• Start 18 months out • Create Project Plan

• Two month intervals• 2 weeks out• 1 week• Pre Conference• Meeting Day• Post Conference

Timelines

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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?

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SMARTER Planning

•Specific• How does this meeting

fit in?• Why are we meeting?• What is the purpose of

the meeting?• Who should attend?

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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

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SMARTER Planning

Attainable•Set the meeting in an environment that is consistent with the organizational goals•Assignment of duties•Who else will help?

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SMARTER Planning

•Realistic• Create Agenda• Document logistics• Make the meeting relevant• Resonate with attendees• Recordable or document the

program

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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

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SMARTER Planning

•Evaluate• Poll potential attendees• Create an

evaluation/survey after the program

• Online surveys – Zoomerang – Survey Monkey

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SMARTER Planning

•Re-Evaluate• Reassess• Revisit• Review

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• What was the most important thing you learned today?• What questions do you have?• What will you do with this material?

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Conclusions

Thank you for your participation! You have earned one educational

contact hour for this session.

Original content provided by Debbie Kopkau, MBA, CMP, GMS for the Gilmer Institute of Learning

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