Monthly Luncheon TO DO list - Financial Planning Association
Monthly Luncheon TO DO list
Marketing:
• Get info from Programs Director
• Put meeting details on austinfpa website
o Topic/Title
o Speakers name - 2-3 sentence description, bio and photo
• Set up registration on Constant Contact
• Tweet weekly
• Create Facebook Event and add posts throughout month
• Create notice in Linked In
• Monthly Newsletter – always put a few months out
TO DO starting a few weeks prior to meeting:
• Submit program to CFP to get approved (get write up from Programs Director)
• Confirm with venue and get BEO
• Send meeting details to Partner who is sponsoring meeting
• Send 3 emails to active and inactive members
• Thursday before meeting, guaranty due to venue; if number goes up over weekend, send on Monday
• Thursday before meeting, confirm # to sponsoring Partner
• Monday before meeting, confirmation email to registrants
Weekend and Day Before Meeting
• Import list from Constant Contact
• Compare list of lunch attendees to Member list
• Email those who put down that they are a member but whose membership has expired (give them renew link or let them know that they can pay guest fee)
• Check list of attendees to updated assessment list
• Email Board members and Partners that have not registered
• Proof BEO checking for one plate, serving time, etc. Make sure to request screen in middle of room at ACC
• Make nametags that don’t already have
• Place all nametags in nametag holders
• Check nametags against member list for updated companies or designations
• Export and arrange Attendee list. Continue updating throughout weekend
• Make sign up list
• Update Partner slideshow with new logos, anniversaries, new members, updated events to highlight
• Load Partner slideshow, Partner Highlight presi (if there is one) and Speaker presi on laptop
At Meeting
• Arrive at venue by 10:30
• Set out nametags
• Put Vegetarian card in appropriate nametags
• Put sign-in sheets on table
• Put Partner materials in Registration area
• Put Partner tent cards on tables (spread out)
• Check on room – screen in center (at ACC), AV table, podium and mike, # tables and chairs, tables in back for Partners
• Plug in computer and check to make sure works
• Have speaker test mic (ear or lapel)
• Collect any $ from guests if owe payment
• Collect nametags at end of meeting-put out plastic pins and stand at door (don’t like to redo!)
After Meeting
• Update list-those who attended, cancelled, no-shows, walk ins
• Make CE list
• Upload list to CFP Board for CE
• Add Guests to Constant Contact
• Send guest list to membership director for them to send email
• Charge or email no shows??
• Send meeting survey and presentation link to meeting attendees
• Follow up on those that came to meeting and said they would renew (and didn’t pay guest fee) to make sure they renewed
Meeting Agenda:
11:45 President’s Welcome
Board announcements
Recognize Guests/ Partners/Anniversaries
Meeting Sponsor Highlight
11:50/11:55 Food out
Speaker
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