Meeting Planning Worksheet

Below is a great checklist / worksheet for planning meetings.


1. Objective of meeting:



2. Alternative checklist:

• Is a meeting the only way to fulfill my objective?
• If not, what are the alternatives?
• How effective are the alternatives?
• Is a meeting the best means of fulfilling my objective?
• Will a meeting use my time and the participants’ time to our best advantage?

3. Desired outcome of the meeting:




4. Administration Roles

Meeting called by: Facilitator:

Meeting place: Timekeeper:

Date of Meeting: Recorder:

Starting Time: Other:

Ending Time: Other:


5. List of Participants:




6. Participant Preparation:






7. Ground Rules:




8. Meeting Details:

• Room Arrangement:

• Required Equipment/Technology Needs:

• Supplies:

• Refreshments:

9. Agenda: (Use any format you would like)




10. Follow-up to Meeting: Date Due Date Completed

Minutes of the meeting

Follow-up telephone calls

Follow-up reports

Final report

Meeting Evaluation Form