by Lisa Grimaldi | October 01, 2007

The following is based on post-convention meeting criteria created by Financial & Insurance Conference Planners ( The association is headquartered in Chicago.


  • Meet with the parties who were present for the pre-con and any suppliers instrumental to the meeting’s effectiveness.
  • Provide constructive criticism to each present party.
  • Ask for constructive feedback related to your role and that of your team.
  • Make notes for the next meeting.

  • Meet with the credit manager to discuss the final master account bill.
  • Correct verified errors and note any discrepancies that must be followed up on when you’ve returned to the office.
  • Distribute any staff gratuities not built into the cost of food or A/V.
  • Check that any materials that need to be shipped back to the office are packed and labeled correctly.

  • Send thank-yous to the facility staff and vendors who worked directly with you and your staff during the event (and copy the general manager, management company and owners).
  • Send thank-you letters to your own organization’s staff and volunteers, and all speakers. Let them know specifically how they contributed to the meeting.
  • Hold a staff debrief as soon as possible, and discuss what was and was not accomplished at the meeting.
  • Consider whether the meeting’s delivery methods, including room setups, were effective. Explore what facets of the meeting could be improved.
  • Record all comments made about the speakers regarding their presentations, and send each of them a written evaluation based on same.

  • Review notes you have kept during the meeting regarding additional food and beverage, A/V needs, etc. Detail this information for your files.
  • Reconcile master account bills, staff and speaker bills, and all relevant expense reports.
  • Prepare an itemized report of expenses; file it with the wrap-up records and notes for the next meeting.
  • Review contracts and contact vendors to renegotiate any provisions out of sync with the actual course of events.
  • Direct the hotel bill to be paid, minus any disputed amounts, within 30 days of receiving the invoice.
  • Follow up with internal accounts payable to make sure bills have been paid.
  • For any disputed charges, reconcile immediately with the vendor, and be sure that all final bills are paid within 30 days of resolution.

  • Prepare a written post-meeting report; include details on attendance at different events and numbers of attendees served at each meal. Distribute the report to internal meeting stakeholders.
  • Record your thoughts about the meeting and how it could be improved.
  • Calculate the meeting’s ROI and return on objective (ROO).
  • Compare the RFP with the actual results, covering room pickup, food and beverage spending, etc. Incorporate changes into future RFPs.
  • Write up a time line for the meeting, including both due dates and completion dates, and file for future reference.
  • Notes: