share
by Morton D. Rosenbaum | September 01, 2005

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-CON

  • Gather 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 FACILITY

  • Meet 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 OFFICE

  • Send 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 evaluation.   
  • SETTLING FINANCES

  • 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. 
  • 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 resolution.
  • FINAL REPORTS

  • Prepare 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 STEPS

  • Congratulate 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.