Conventions / Meetings
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Sports
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Family Reunions
Time Line
One Year Before
Notify the Abilene Convention Bureau (800-727-7704) of any assistance you will need
Get last year’s program & attendance
Select hotel & sign contracts
Estimated attendance______________
Number of sleeping rooms__________
Exhibit requirements_______________
Planned meal functions____________
Set date for reservation cut-off
Establish meeting theme
Book entertainment & speakers
Plan media coverage
Do first mailing to delegates
Arrange for all printed materials
6-Months Before
Confirm speakers
Outline specific programs
Guest programs
Book transportation needs
3-Months Before
Second mailing
Plan menu
Discuss prices & billing
Review all space requirements
Plan decorations
6-Weeks Before
Finalize program & get printed
Review attendance
Complete menu for meal functions
Finalize meeting room set-ups, equipment needs & meal set-ups
VIP Attendees
Set schedule of events
4 to 5-Weeks Before
Release unneeded sleeping rooms
Make final billing arrangements
Confirm conference needs and & finalize meal functions
Order AV equipment
Send the ACVB your delegate list for name badges & confirm any other services being provided for your meeting
