Cross Sales Planning Meeting (Off-site)

Schedule the meeting for a Tues & Wed so that staff can travel home Thurs rather than Fri, to avoid weekend travel.

2-3 MONTHS BEFORE:

• Check with Sales and Sales Ops about the time frame for the meeting, then email the following to gather everyone’s availability.  
• Choose the meeting date based on the attendee’s availability. Confirm with Sales and Sales Ops.
  • Block off all dates on Kevin & Charlie’s calendar so nothing gets scheduled during that time.  

• Reach out to James Angel, James Angel <James.Angel@aloftjacksonvilletp.com>, at the Aloft Hotel to see if proposed dates are available.
  • Give an estimated headcount for the meeting and room reservations.  If the Aloft is not available, reach out to the Hotel Indigo.
• Send a calendar invite to all attendees (see below). Ask those who will be traveling, the date range they need a room for. Create a SharePoint document so they can add the information.  
• Discuss breakfast, lunch, and room setup with Sales Ops.
  • Breakfast: choose A Light Continental, $15 per person. 
  • Lunch: Deli Delights, $23 per person. A hot lunch can be provided upon approval.
  • Drinks “on consumption” all day for the meeting. 
  • Order a vegetarian option, if needed.

3-4 WEEKS BEFORE:

• Have samples sent to Corp.
• Work with Sales Ops and Sales about dinner reservations.
• Get quotes based on menu selected. Sales Ops will pick out the menu. No Bar package is needed.
• Pay the deposit when reserving.
  • Previously suggested restaurants:
    • Maggianos, Cantina Laredo, Cooper’s Hawk, Seasons 52

1-2 WEEKS BEFORE:

• Work with Sales or Sales Ops on the agenda. See the sample agenda below.
  • Send agenda to all attendees.
• Reconfirm dinner reservations.
• Ask attendees for their presentations. Save on SharePoint.
• Print agenda, any presentations, and/or sell sheets for all attendees.

DAY OF MEETING:

• Arrive between 7:00 am – 7:30 am to make sure the meeting room is open and set up correctly before the group arrives at 8:00/8:30 AM.
• Set up your computer and have all the presentations set up. Use the hotel’s HMDI cord. Get the clicker for presenters.
• Set up tables in the back with samples.
• Items you need to bring to the venue:
  • Computer, extra pens, highlighters, paper clips, stapler, mints, audio recorder.
• Record meeting and take notes.
• Have computer ready for any presentations.

1 Week AFTER:

• Prepare notes and send them to Sales Ops for review.
• Upon approval, send all attendees the presentations, and notes.

INFORMATION FOR CALENDAR INVITE:

If you need a room reservation, please add your reservation dates to the documents below. Also please indicate if you will be attending the sales dinner afterwards.

[insert hotel room reservation document link]

The meeting will be held at:                            

Closer to the meeting, you can send out an email confirming room reservations and attendance for dinner, in addition to directions.

SAMPLE AGENDA:

Breakout Session Tables & Topics:

TABLE 1        NETSUITE TRAINING & THE “SALES” DASHBOARD (KATHLEEN LEAD)

TABLE 2        ECOMMERCE OPEN DISCUSSION (RANA LEAD)

TABLE 3        OFF PRICE RETAILERS OPEN DISCUSSION (CHRIS PITZO LEAD)

TABLE 4        MILITARY EXCHANGES OPEN DISCUSSION (TERESA CARLSON LEAD)

ADDITIONAL TABLES ARE AVAILABLE FOR OPEN CONVERSATIONS BETWEEN DIVISIONS TO SHARE INFORMATION ABOUT CROSS SELL OPPORTUNITIES & DISPLAY NEW PRODUCTS