Advance planning isn’t the only key to making a large meeting or conference turn out flawlessly. Our panel of expert meeting planners offers their 10 tips for a successful gathering.

KNOW YOUR PURPOSE.

“Ask yourself what the goals and objectives are for the event,” says Jim Fausel, director of the Professional Meeting Managers Partnership in the Arizona State University School of Community Resources & Development. “Then go ahead and formulate the agenda along with topics.”

GET PROFESSIONAL HELP.

“Many people find it easier to use a professional meeting planner,” says Arik Anderson, president of The Executive Travel Center in Elk Grove, Calif. Anderson plans meetings for several large clients each year. “We know the business inside and out. From working with many of the same places over and over, we’ve established relationships with venues and vendors, so we get lower prices and more concessions.” Most meeting planners are paid a percentage of the entire budget, usually between 15 and 20 percent.

BACK IT OUT.

“Working backwards from the event date, I can figure out what I need to do each week before the conference to meet deadlines,” says Steve Humerickhouse, director of the Multicultural Forum on Workplace Diversity, an annual national conference held at the University of St. Thomas in St. Paul, Minn.

PICK YOUR SPEAKER.

“Ask yourself if you want a celebrity name so the meeting can bring in higher attendance,” says Dianna Booher, a Grapevine, Texas-based veteran of 2,500 speaking engagements. “Do you want a speaker that will have them rolling in the aisles, or do you want a speaker that will provide new ideas, strategies or training? You need to figure out what you want early.”

CHOOSE A LOCATION.

“Factors to consider when choosing a meeting location include both the expectations of your customers and the confines of your budget,” says Laurie Serena, director of convention services for VISIT Milwaukee. “Find out what types of facilities have worked well in the past for your group and what venues are right for the type of meeting you are planning. For example, a glass-enclosed room overlooking a golf course may not be conducive to a training session!”

CALCULATE ATTENDANCE.

“When you sign a contract, you guarantee the number of attendees to the food and beverage service and possibly to the hotel,” Anderson explains. “If you confirm 100 people for the meeting and 50 rooms per night, the hotel will forecast that revenue. If you do not meet your guarantees, the hotel will bill you for lost revenue.”

RUN THE NUMBERS.

“Identify all costs associated with your meeting such as meal, tax, gratuity, audio visual, Internet, parking, etc.,” Serena says. “Consider the costs against the budget of the meeting.”

NEGOTIATE.

“Take the time to closely review contracts and ask questions,” counsels Tiffany Shurts, meeting planner for Dallas Fan Fares, Inc., which plans more than 125 meetings annually. “Try to anticipate needs and negotiate for important items even if you are not sure you will need them. You may be able to use them to renegotiate later for something you do need.”

GATHER YOUR TEAM.

“Schedule a formal project kick-off meeting and involve the major stakeholders,” says Lezlee Durueze, meeting and event planner for Carlson Marketing in Plymouth, Minn. “Include the venue’s convention services manager, possibly the catering manager, lead producer or technical director from the production company, and the meeting planner. Take the time to clearly define the roles, responsibilities and strengths of key players. Discuss how and when each role aligns with the project timeline.”

STAY ORGANIZED.

“Keep all records and agreements you have with vendors for on-site work with you at all times,” advises Robert Tuchman, president of TSE Sports & Entertainment in New York, which plans more than 250 meetings annually. “During the event, things come up and you don’t want to have any hassles over what is expected. All this information should be at your fingertips so there is no confusion.”