Decide before you book
Confirm the chapter’s rules and approval path, headcount range, budget ceiling, date window, one-night or weekend format, and destination shortlist. Request comparable venue, hotel, and transportation terms.
- Name the authorized reviewer for contracts and deposits.
- Record what each quoted price includes.
- Check cancellation and room-block obligations.
Confirm before you announce
Reconcile actual attendance, collect provider confirmations, and publish one itinerary with addresses and meeting points. State clearly which costs are included and who handles changes. After the event, reconcile invoices and note what to repeat or change.