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Call ahead to inquire what the prospect/consultant/client would like on the agenda (salesperson). |
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Confirm date, time, attendees and place. Send a letter of confirmation. |
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Ask prospect's preferences for presentation format (PowerPoint, books, multimedia, slides). |
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Create a written agenda and circulate to participants at your firm. |
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Any opportunities for meals, informal gathering or entertainment? |
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Any special requests or concerns? What have past concerns been? |
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What written materials will you provide? |
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Presentation books |
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Profiles |
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Supplemental handouts |
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Business cards |
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Sample client report |
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Would they like written material sent ahead? |
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How many copies? To whom and at what addresses? By what date? |
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Are all copies proofed? |
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Are numbers absolutely accurate? |
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Is it personalized? |
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Will a consultant be involved? What will his/her role be? Ask if written material should be sent to the consultant. |
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Does the meeting include any other competitors? |
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If so, who, when? |
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For what reasons? |
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If the search is a replacement, why was the other manager fired? |
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If at your office: |
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Breakfast, lunch, dinner or cocktail arrangements |
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Transportation |
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Phones or empty office available for prospect |
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Beverages stocked |
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Office clean and organized |
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Receptionist prepared to greet prospect and consultant by name |
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If at prospect's office: |
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Directions |
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Office and floor where meeting is to be held |
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Size and physical layout of meeting room |
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Presentation to be conducted standing or seated |
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Availability of electrical outlets or necessary equipment |
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What, if any, type of equipment is required? |
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Who will bring it? |
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LCD projector (extra bulb) |
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Slide projector (extra bulb) |
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Viewing screen |
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Extension cord |
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Microphone |
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Easel, pointer |
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Flipchart/dry erase board and pens |
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Who from your firm will attend? |
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Who covers what? |
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How much time is allotted? |
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Who responds to which questions? |
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What attire is suitable? |
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Is it appropriate to introduce other of your firm's services or professionals at the meeting? |
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What questions have prospects asked in previous meetings? |
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What questions are appropriate to ask of the prospect? |
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What is the time frame for decisions? |
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What follow-up procedures are appropriate? |
