An Example 12-Week Plan for a 150-Person Meeting
This is an illustrative planning scenario for a residential dealer meeting of around 150 participants, not a completed Diverso project. Actual lead time depends on dates, destination, visa needs and supplier conditions.
- Weeks 12–9: define objectives and budget ownership; compare hotels, venues and transport with their option deadlines.
- Weeks 8–5: confirm core suppliers and scope; open invitations and registration, and prepare the technical requirements.
- Weeks 4–2: reconcile the rooming list, group flights, transfer waves and speaker agenda; check cancellation and reduction deadlines.
- Final week: share the current participant list with relevant teams; confirm rehearsal, meeting points and delay arrangements.
- Event and close-out: use one current schedule across registration, venue and transport; reconcile delivery, approvals and additional costs.
Define the Purpose of the Dealer Meeting
Dealer meeting organization can support sales planning, product training, annual targets or feedback from distribution partners. The purpose determines the session format, speakers and time available for discussion.
Product launches need time for demonstrations and technical preparation. Target-setting meetings need a way to record decisions, assign owners and agree follow-up dates.
Dealer Meeting Planning Steps
Create a short preparation plan before comparing venues. It should show which decisions depend on the date, participant count or budget.
- Agree the objective, participant profile and expected outcomes.
- Confirm dates, location, budget and internal approvals.
- Compare venue, accommodation, transport and production requirements together.
- Schedule speakers, sessions, breaks and any gala or social activity.
- Share participant information, on-site responsibilities and rehearsal times.
Connect the Venue, Hotel and Travel Plan
Check seating layout, sightlines, registration space and circulation as well as room capacity. If the hotel and meeting venue are separate, include the transfer time in the agenda.
Arrival times from different cities should work with registration and the opening session. Compare room allocation, name deadlines and cancellation terms before confirming reservations.
Rehearse the Technical and Stage Schedule
Test presentations, microphones, screens and speaker transitions against the actual running order. The stage manager and technical team should use the same updated document.
Agree who can approve last-minute changes. Prepare alternatives for a delayed speaker or a technical interruption, and decide how changes will reach participants.
Give Participants and Staff Clear Information
Use a consistent channel for invitations, registration, flights, hotel details and meeting points. Tell participants where to find the latest agenda and who to contact on the day.
Assign registration, transport, venue, speaker and gala responsibilities. The staff plan should include contact details and an escalation route for issues that need a decision.
Review Costs and Follow-Up Actions
Track venue, production, accommodation, transport and catering costs separately. Record the price and approval of additional requests before they are delivered.
After the meeting, review attendance, budget differences, operational issues and dealer feedback. Share agreed actions with an owner and a follow-up date.