Checklist for Event Planners, Meeting Planners, Conference Coordinators

In an ideal world:

(Have no fear. Since the world is not exactly ideal, we'll help you out with these steps no matter when you book!)

6-24 months prior
_____ Company/organization verifies open dates with Helene’s Client Liaison.
_____ Company/organization verifies general needs and objectives with Helene’s Client Liaison to
make sure they’re a good fit for what Helene teaches.
_____ Company/organization will be emailed Helene’s speaking contract, supplies contract, deposit
invoice and W9.
_____ Company/organization returns signed contracts with 50% deposit to secure booking on
_____ Helene assesses specific company/organization needs, objectives and desired take-aways.


3-4 months prior
_____ Helene conducts research about company/organization. This research may include a poll
sent to employees/registrants and/or phone interviews.
_____ Helene develops customized content based on research.
_____ Helene or Client Liaison books all travel: air, ground, hotel.


1 month prior
_____ Helene or Client Liaison sends email with final invoice, reconfirmation of logistics/contacts.
_____ Company/organization emails room dimensions, table set up, screen size (16:9 or 4:3).


10-14 days prior
_____ Helene or Client Liaison ships any agreed-upon materials to event location.


Morning of
_____ Helene arrives onsite for room walk-through, tech/slide check and sound check.