Give each decision an owner
Make one working document for the date window, budget ceiling, headcount, approvals, and provider contacts. Assign a lead and a backup for venue, lodging, transportation, guest communication, and payments. The chapter should check its own campus and national-organization procedures before paying a deposit.
- Record an owner and next action for every open decision.
- Keep written quotes and approval notes together.
- Send one version of the guest itinerary after details are confirmed.
Turn the guest list into a usable plan
Separate member attendees, invited guests, and any additional staff not already counted. Track who has responded, who needs accessible arrangements, and who is staying overnight. Share only the information each provider needs. Treat the count below as an early estimate, then reconcile it with final confirmations.
Planning worksheet
Size the guest plan.
Use rough counts to check whether your invitation list, transport, and venue capacity are in the same range. This stays in your browser.
Confirm actual attendance and any venue or transportation limits with the providers and your chapter policies.