Planning of an internal meeting: Conception & Calculation

  • The key elements of event planning: Conception & calculation © KölnTourismus GmbH, Volker Voigt
    The key elements of event planning: Conception & calculation © KölnTourismus GmbH, Volker Voigt

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 2:
The key elements of event planning: Conception & calculation.


  • Develop a conceptual guideline with creative and logistical elements. This will answer the “W” questions in Step 1 and define the basic concept behind the event’s ideal profile.
  • Carry out research to find the location that best fits the event profile (hotel, event location) in the destinations you’ve decided on.
  • Carry out research on content that matches the event profile (speakers, programme, additional content).
  • If appropriate, carry out research to find partners (catering, equipment, technology etc.) that are needed and available.
  • Send a detailed briefing to the possible partners to inquire about the event elements you’ve developed, so that you can receive customized responses and offers.

Please note:
As you carry out your research concerning the initial concept, focus on the basic cornerstones that will determine the meeting’s success, such as the location and compelling content. At this point, certain details such as the choice of a menu or the floral decorations are not yet significant, as a rule.

  • Check the offers that are sent in and compare them.
  • Draw up a concept: Create a draft concept (e.g. a PowerPoint presentation) that brings together the elements in question that match the event’s structure, date and budget as well as the other framework requirements you have worked out (Step 1).
  • Prepare a cost calculation/a budget based on the offers you have received (ideally in an Excel spreadsheet).

Please note: In your cost calculation, take into account the elements that are absolutely essential for staging the meeting. The detailed costs of other elements can be added later on the basis of your experience or a budget. They don’t have to be included in your plan just yet.

Elements that should be included in your cost calculation:

  • Hotel and/or location costs, including all the related additional costs
  • Arrival
  • Catering and conference packages
  • Communication (graphics, invitations, all print materials, presentations, website, app, possibly media costs) 
  • Documentation: Video production & photographer
  • Technology (stage, lighting, sound system, projection)
  • Speakers, programme, presenter
  • Branding and route information
  • Decorations
  • Human resources (hostesses, services, security, construction and dismantling, paramedics, fire brigade, cloakroom, restrooms)
  • Furnishings, equipment, amenities
  • Transfers
  • Miscellaneous: GEMA (German Authors' Rights Society), artists’ social insurance, transportation and travel costs
  • Meeting materials
  • Participant management

Definitely factor in a financial buffer to cover any unexpected costs!

Download this checklist here:
Checklist 2a. Concept & calculation – planning a meeting

Go to step 3: Checklist 3a. Checking whether you’ve made the right decision — planning a meeting


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