Annual Meeting Checklist
Table of Contents
Preparation
Read through annual meeting requirements.
Locate last year's annual meeting files.
Determine what type of event it will be.
Set up teams and give each team a written list of responsibilities and deadlines.
Review the annual meeting budget.
Set your annual meeting date, time, place, agenda.
Prepare an action plan with an itemized list of meeting preparations.
Schedule regular check-in meetings to follow up on the progress.
Prepare promotional materials or supplies.
Meeting Space and Arragements
Locate a facility for the meeting.
Send a request for proposal outlining the requirements of your meeting.
Do a site inspection and meet with the property's convention services planner.
Ask what menu items can be done well for your meal budget.
Ask about hidden charges such as gratuities, service charges, setup fees, etc.
Make sure you have a written contract that outlines the specifications, date, costs, method of payment, and cancellation policy.
Ask when the site's program coordinator for the event will arrive to check on last-minute details.
Be certain the hotel or meeting room will be open early enough for you to set up and check everything before the meeting.
Know where light switches are and how to operate them if you plan to show a video or PowerPoint presentation.
Arrange for greeters to welcome members as they arrive.
Obtain speakers, videos and other aids needed to produce an interesting, educational, and entertaining program.
Marketing your event
Prepare and mail official notices to members.
Write articles and prepare ads and sponsor newsletters.
Add annual meeting information to your website.
Send announcements.
Hang posters, signs, or banners in your lobby.
Use drive-up envelopes with annual meeting information.
Send reminder postcards two weeks before the meeting.
Send notices to newspapers for the special event section.
Meeting
Be sure to start the meeting on time.
Use your annual meeting as a marketing opportunity for showcasing your products and services.
Hand out annual reports to all attendees.
Have a photographer record highlights for your newsletter, bulletin boards, and web site.
Hire a professional stenographer to take meeting notes.
Prepare board chair and other committee representatives for presenting their reports.
Highlight positive achievements.
Be open and honest about any difficult issues.
Allow adequate time for food functions.
Download or Print this Annual Meeting Checklist
Get a printable version of this checklist in your preferred format: PDF, Word, Excel, or print directly from your browser.
Presented by:
Jake R Brady
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Details
Who it's for
This Annual Meeting Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Annual Meeting steps every time, regardless of who executes
- Save time - reuse a proven Annual Meeting workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Annual Meeting checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Annual Meeting Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Annual Meeting comes up again, start from your saved version and run it with clear ownership.