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The key to the planning phase is active listening. When you first engage Meeting Expectations, we will hold a series of discovery meetings with your team to ask insightful questions to gauge the culture of your conference, its objectives and its past challenges. We incorporate this information into a conference strategy that allows you to exploit opportunities and address previous issues while creating a positive experience for your attendees and stakeholders.
Client discovery and needs assessment are translated into a detailed project plan, providing a baseline for progress on the project and documenting expected tasks, schedules and resources. As a result of this pre-planning process, all members of the Meeting Expectations team acquire the information they need regarding task requirements and the specific services and products to be delivered. Scheduling priorities are established, and we evaluate alternative implementation paths for contingencies that might arise. The Meeting Expectations team is thoroughly informed of client expectations regarding performance and the final product.
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Project Management Methodology Approach |
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Feature |
Benefit |
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Internal Kickoff Meeting |
- Identifies personnel and partner resources, establishes approaches, seeks opportunities to leverage other work, and identifies risks and their mitigating factors.
- Transitions our internal knowledge from the sales team to the management team so that they are up to speed.
- Gets the team on the same page and ensures that everyone is equally well informed and prepared to execute the most effective approach for the effort.
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Discovery and Needs Assessment |
- The discovery and needs assessment meetings we hold with your key staff help us gain a clear understanding of your needs and objectives, event history and trends, exhibitor profiles, target audiences and financial goals.
- We request analyses of surveys and attendee feedback to ensure that we fully understand the objectives and challenges your conference faces. Our industry experience has taught us that having as much information up front, clearly defining objectives, identifying limitations, and establishing operating parameters and procedures allows our clients and Meeting Expectations to achieve mutual success.
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Project Plan |
- Comprised of project goals, scope, work distribution, team structure, critical success factors, budget, timelines, milestones, risk management and measurement criteria, this document establishes order and outlines expectations.
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Client Kickoff Meeting |
- Identifies team membership and roles, establishes work scope and schedule, discusses risks and their mitigating factors, and reviews dependencies on other stakeholders. Refines the project plan and affirms approach and priorities.
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