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05/28/26
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EVENT DATE
COUNCIL MEETING NAME
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IMPORTANT INFO TO TRACK:
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NIGHTLY RATEDEPOSIT(S) DUE
DEPOSIT AMOUNT(S)
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HOTEL CUT-OFF
ATTRITION RATE
F&B MINIMUMF&B DUE DATE
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6-12 months before event#VALUE!Section decides meeting path w/ 3 possible dates & 2 possible cities.
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#VALUE!Send RFPs.
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#VALUE!
Compile bids, share with Chair or Council for decision.
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#VALUE!
Section selects date/venue. Request contract from hotel.
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Send contract to State Bar for review and signature.
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Send signed contract to hotel for countersignature.
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↓
Send countersigned contract back to State Bar for files.
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Request direct billing/master account (if not already specified on the contract).
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Request group reservation link.
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4-7 months before event#VALUE!Email 'save the date' to council (include tentative event schedule).
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#VALUE!
Test hotel reservation link/book your room.
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Email council the full meeting info, including reservation link.
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↓#VALUE!
Request rooming list & pick-up report from hotel.
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Remind council to book reservations.
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1-3 months before event#VALUE!
Request rooming list & pick-up report from hotel.
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Remind any missing council members to book reservations (cut-off is near!).
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Book any offsite restaurants.
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Email Council Dinner RSVP request (ask about +1s and dietary restrictions).
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↓
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Send prospectus/order F&B and AV (after room block closes).
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2 weeks before event#VALUE!Remind any missing council members to submit Council Dinner RSVPs.
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Confirm guaranteed F&B headcounts/sign BEOs (at hotel and any off-site restaurants).
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↓Remind council members to provide any required meeting materials.
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1 week before event#VALUE!
Meeting materals posted online and/or emailed to council.
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Email council meeting info (include event schedule, meeting room location, hotel address, etc.).
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↓05/28/26EVENT
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1 week post event#VALUE!
Request final rooming list & pick-up report from hotel.
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Request final bill.
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Review final bill and request any required revisions from hotel.
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Remind council to submit personal reimbursements to the Treasurer for approval.
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Submit final bill and reimbursements with section approval to Accounting for processing.
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REMINDER: Sections Dept. event planners can take care of ALL of this for you for free. But if you only want some help from them, you need to be clear about what duties they are responsible for, and what duties the Section will manage on their own.
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