Tools and Tips for Staff Meeting Administrators

Date Selection
When choosing dates, first check the MPS Meeting Calendar to see how other events correspond.  It is also important to check for cultural holidays and festivals that could affect your plans.

• Tip – Co-locating your meeting with another event can bring cost savings. 

Site Selection
As a best practice, you should consider three to five venues for your event. Also it is important to consider all costs when selecting a property.  Download the recommended template for location cost analysis (XLS, 81KB).

Contract Negotiation
The contract is one of the most important pieces of meeting planning.  Meeting Planning Services (MPS) reviews over 100 contracts a year, and our planners are well versed in negotiations.  All contracts with a value of over $25,000 must go through the IEEE Procurement Department for signature.  Meeting Planning Services (MPS) can help you navigate this process.

• Tip – IEEE has standard templates with the major hotel chains. Contact Meeting Planning Services (MPS) for assistance with negotiation.

A registration system can be customized to collect the information you need, from Emergency Contact information to shirt sizes. View sample registration pages (PDF, 233KB).

Meeting Planning Services (MPS) provides up-to-the minute reporting on who has registered for your meeting.  View sample report (PDF, 188KB).

Concise announcements and websites are good ways to consolidate information in one place for your attendees. View sample announcement (PDF, 36KB).

In making arrangements with your venue, it is important to remember that taxes and service fees are often not included in the base prices.  Meeting Planning Services (MPS) has the relationships and experience to deliver the best solutions for your budget.

• Tip – Hotel room capacity charts are created with little consideration for attendee comfort.  Meeting Planning Services (MPS) provides diagrams of your event, so there are no surprises going in.  We also use creative solutions to maximize comfort when space is limited. View sample room diagrams (PDF, 162KB).

Use the onsite meeting checklist (PDF, 59KB) to keep track of all the details while on location for your meeting.  Meeting Planning Services (MPS) is also available to travel to the event and work directly with vendors, staff and volunteers to confirm all logistics and oversee all activities.

• Double-sided tentcard (DOC, 26KB)
• Directional sign (DOC, 24KB)
• Shipping label (DOC, 23KB)
• Sample visa invitation letter (DOC, 24KB)
• Welcome letter - Board member (DOC, 36KB)
• Welcome letter - Committee member (DOC, 41KB)