Step 1: Define Your Meeting
What is the purpose of your meeting? Is it for training? A board meeting? Incentive? The answer to this question will serve as the foundation for your meeting. Once you know what the purpose of your meeting is, then the planning can begin. You'll want to consider the following:

• Group size, gender mix, ages and any special needs
• Determine meeting details-make sure to avoid dates that coincide with other company or industry events or holidays
• Be sure to plan your meeting in advance to secure the most desirable space

Step 2: Create a Master Meeting Calendar
The Master Meeting Calendar will serve as the blue print for your meeting. Creating this timeline will ensure everything is completed in a timely fashion. Some of the items to put on your Master Meeting Calendar are:

• Invitations
• Event promotion
• Registration and production of meeting materials, including entertainment and recreation needs
• Group activities and/or team building

Step 3: The Meeting Events Layout
Once your Master Meeting Calendar is complete, you can focus on the actual meeting details. The Meeting Events Layout is a day by day outline of your meetings and sessions. Items to include in your Meeting Events Layout are:

• Expected attendance
• Seating arrangements
• Setup times required
• Starting and ending times
• Audiovisual/Presentation requirements
• Food/Beverage requirements - for meals, receptions and breaks

Step 4: Plan Your Budget
Now that you see what your meeting needs are, it's time to budget your meeting. This will give you a clear picture of your meeting as it begins to take shape. It will also be instrumental in selecting a meeting location. Items to include in your budget are:

• Staff time
• Marketing expenses
• Air and ground transportation
• Accommodations
• Food and beverage
• Entertainment/Recreation
• Audiovisual/Presentation equipment or Production costs
• Taxes, gratuities and service charges

Step 5: Select Your Destination
You should now have a solid foundation for your meeting details. The next step is to select a location. We suggest choosing a location that is near major airports and local attractions. It should also contain all the necessary meeting space to accommodate your meeting needs. Step 5 also requires the selection of a hotel for your guests. Things to consider when choosing a destination and hotel are:

• Proximity to local airports
• Travel time and costs
• Ground transportation
• Number and type of guest rooms or suites needed
• Number and size of meeting rooms needed
• Hotel services and amenities offered

When selecting your location, be sure Scream at the Beach is at the top of your list. Scream at the Beach offers 12,000 square feet of meeting space and five of the region's best haunted houses. Our location is in close proximity to Portland's airport and is only footsteps away from dining, shopping and entertainment. We also have on-site Scream at the Beach Meeting Specialists to help you customize the perfect meeting.

Step 6: Submit Your Request for Proposal (RFP)
Once you have completed Steps 1 - 5, it's time to submit a Request for Proposal, or RFP. This form allows us to see, in writing, all the pertinent information about your meeting and to see if we can accommodate your needs.

Scream at the Beach Meeting Specialists work with you one-on-one to customize the perfect event for your group based on your specific needs.

Step 7: Plan Meeting Details
Planning the meeting details ensures that your meeting achieves the optimum success. Communication is the key at this step, as this is where you make sure all food and beverage, audiovisual and presentation needs for each session are met.

At Scream at the Beach, our highly skilled Scream at the Beach Meeting Specialists see to every detail and make sure that all your meeting needs have been taken care of so you don't have to worry about a thing.

Step 8: Market Your Event
This step is perhaps the most important because it ensures that your guests are informed and have the best possible meeting experience. A day by day, hour by hour schedule as well as every meeting requirement should be included. Your guests should receive this information two to four weeks prior to the meeting as to give ample time for registration and any questions they might have.

Step 9: Meeting Day
By this time everything should be in place and your meeting should be a huge success. At Scream at the Beach, our Scream at the Beach Meeting Specialists will be on hand to answer any last minute questions or tend to any detail.

Step 10: Post-Meeting Follow-up
This crucial step allows your guests to provide feedback about every detail of the meeting. This will help you to gauge your success as well as ensure future meeting planning success. Some areas for feedback include:

• Program content and format
• Meeting facility
• Speakers
• Food/Beverage
• Catering
• Entertainment