From the first brief to the final invoice. Tick things off as you go and agree an owner for each task.
01 Before you request a proposalPick the quarter and a date window, avoiding quarter-end and your busiest selling weeks. Estimate headcount and list the cities people fly from. Set a budget ceiling and name who approves spend. Decide the plenary-to-breakout ratio and how many breakouts run at once. 02 Venue and holdsCheck that the general session and all breakouts fit at the same time, at full headcount. Ask for holds on your top options and note when each one expires. Confirm the dinner space for the awards night. Get floor plans, ceiling heights and rigging points if you're bringing in production. 03 Contract and productionReview attrition, release dates and the F&B minimum. Get AV as its own quote, including labor, power and Wi-Fi for full headcount. Agree whether outside AV is allowed and on what terms. Map every deposit and payment date into one schedule. 04 Content and run of showLock the agenda and session owners. Set a deck deadline and one version-control owner. Book the tech rehearsal in the real room. Prepare winners' names and the awards order, and check them twice. 05 Rooming and travelCollect dietary, access and roommate needs privately. Send the rooming list by the venue's cutoff. Build transfers from the flight list, with a plan for late arrivals. 06 After the kickoffReconcile invoices against the agreed quote. Share slides and recordings. Note what to change in next year's brief. Room-block attrition and release dates
Sales kickoff budget calculator ↗ Your sales kickoff, day by day. ↗
