Planning an internal meeting: Step 3

Please note:
When you’re planning a public meeting as opposed to an internal one, you need to take numerous additional aspects into account, such as participant acquisition, media relations, participation fees, sponsors etc.

Step 3:
Does everything fit together? Checking to ensure you’ve made the right decision.

  • Coordinate the content and cost of the concept with your client/team. Do the concept and the elements you have researched match our framework of preconditions?
  • Make a date for an on-site inspection of the possible event venue so that all the details can be thoroughly checked and confirmed.
  • The most important partners must participate in the inspection of the venue.
  • Date for the inspection/location check:
    - Parking opportunities
    - Special bus drop-off points
    - Facilities
    - Are there possible problems that couldn’t be seen before (pillars in the hall, layout, newness of the equipment, cleanliness etc.)?
    - Safety (fire protection, escape routes etc.)
    - Barrier-free locations
    - What is available (equipment, technology, stage)? What must be rented in addition in order to meet the requirements?
    - Where can the various services be positioned (registration, cloakroom, sessions & presentations, catering etc.)?
    - Delivery area
    - Smoking area
    - Restrooms
    - Discuss the details of the event with the location operator, technology companies, outfitters etc.


Download this checklist here:
Checklist 3a. Checking whether you’ve made the right decision — planning a meeting

Go to step 4: Checklist 4a. Event organization - planning a meeting


Version: 2019
Responsible for the content:
welcome Veranstaltungs GmbH
Frauke Landsberg