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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