The following is based on a list of
postconvention steps created by Chicago-based ICPA, an Association
of Insurance and Financial Services Conference Planners (www.icpanet.com).
HOLD A POST-CONGather all 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 feedback related to your role and that of your
team.Make notes for the next meeting.
BEFORE LEAVING THE FACILITYMeet with the credit manager to review what will become the
final master account bill. Correct all certain errors and note any discrepancies you plan
to check when you’ve returned to the office.Personally distribute any staff gratuities not built into the
cost of food or A/V. Include a note of thanks.Personally check that any materials shipped back to your office
are packed and labeled correctly.
AT THE OFFICESend thank-you letters to the facility and vendors (copy the
general manager, management company and owners). Describe any
service problems and offer tips for improvement. 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. Discuss what was and was not accomplished at the meeting. Consider whether the meeting’s delivery methods, including room
sets, were effective. Explore what could be improved.Record all comments about the speakers and send each a written
SETTLING FINANCESReview 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. After reviewing contracts, contact vendors to renegotiate any
provisions out of sync with the actual course of events.Direct the 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; be sure final bills are paid within 30 days of
FINAL REPORTSPrepare a written report about the meeting, with details on
overall and per-event attendance, and numbers served at meals.
Distribute to internal meeting stakeholders.Record your thoughts about the meeting and how it could be
improved.Calculate the meeting’s ROI, considering content and delivery
as well as finances.Write up a complete timeline for the meeting, including both
due dates and completion dates, and file for future reference.Compare the RFP with the actual results, covering room pickup,
F&B spending, etc. Incorporate changes into future RFPs.
LAST STEPSCongratulate yourself! No matter what your role, you
contributed to the success of the meeting. Acknowledge it.Tell your superiors in writing how your work and
professionalism contributed to the organization’s bottom line.
BEFORE LEAVING THE FACILITY
AT THE OFFICE