Face To Face Meeting Planning Process Map

Please review the information in the Process Map below to organize your Face To Face meeting. Most importantly, start planning EARLY! For example, if you know you are hosting a large scale meeting with DoDEA field personnel, start planning at least two months in advance. Planning a large scale meeting involves the collaborative effort of a variety of individuals, each of whom has a specific function to contribute.

Click the link to download the complete Word Version of the Face To Face Meeting Planning Guide. The information in the Word version is the same as below.

Select Meeting Facility & Complete METR
Know Who to Contact for Support
Select a Planning Team & Plan Re-occurring Meetings
Complete the Planning Templates
Schoology Group Communication & Access
Select a meeting facility based on cost and dates of availability. Complete Mission Essential Travel Request (METR) in CATMS for all attendees 60 days in advance.
Know who to contact for specific information and assistance during the planning stages of your meeting. Click the link to access Contact Support Information.
Identify individuals to serve on a Planning Team. Schedule re-occurring meetings bi-weekly or weekly depending on how far in advance the meeting is scheduled.
Complete the planning templates and the training plans. During the re-occurring meetings, individuals should share their content with the group for input and revisions.
Notify participants in advance of the date & time of the F2F meeting. Upload content in a Schoology group. Use Schoology to provide content access & communication.
Example meeting facilities include:

Must Read - Logistic Planning Considerations

Specific support personnel can help you:
  • Identify locations & dates of availability
  • Provision for Technology
  • Schedule VTCs
  • Develop evaluations
  • Collect & mail supplies
  • Provide onsite support
The Planning Team will help you complete the following:
  • Plan the logistics
  • Develop outcomes
  • Create & organize content
  • Design branding templates
  • Organize Schoology for online access of content
  • Facilitate sessions
Planning Templates and Training Plans include:
The meeting group in DoDEA's Schoology LMS will contain:
  • Travel & Hotel information
  • Read/View Aheads
  • Daily/Weekly agenda
  • Content Per Session
  • Daily/Weekly Evaluations
  • Virtual Parking Lot
  • Announcements/Updates
  • Post Readings/Viewing

Have you done the items in the checklist below? If not, open the checklist document below and refer to the Face To Face Meeting Planning Guide above!