# Dealer meet checklist

Sociana template v1.0, reviewed 2026-10-19. Tick items off, add an owner and a date beside each, and delete what does not apply.

## Objectives

- [ ] Write the two outcomes the meet must achieve
- [ ] Agree the audience: dealers, sub-dealers, staff, spouses
- [ ] Fix the budget range and who approves overruns
- [ ] Choose city and venue with rooms and halls close together
- [ ] Lock the date against festivals and trade seasons

## Invitations and registration

- [ ] Build the invite list with region and phone number
- [ ] Create region groups
- [ ] Send save-the-date message
- [ ] Send formal invitation with registration link
- [ ] Track confirmed, pending and declined daily
- [ ] Call the top pending dealers personally
- [ ] Issue personal QR codes to confirmed dealers

## Travel and stay

- [ ] Collect arrival and departure details
- [ ] Allot rooms with sharing rules
- [ ] Arrange airport and station pickups
- [ ] Publish itinerary to each dealer in the app
- [ ] Prepare a helpline for travel problems
- [ ] Record last-minute changes in one log

## Programme

- [ ] Build the agenda with session types and speakers
- [ ] Prepare the show flow with stage and app cues
- [ ] Plan product displays and demo zones
- [ ] Plan a poll or quiz to involve the room
- [ ] Prepare the awards list and criteria
- [ ] Rehearse the first hour and the awards block
- [ ] Prepare recognition for top performers

## On site

- [ ] Set up the registration desk with QR scanners
- [ ] Brief volunteers on groups and rooms
- [ ] Test screens, audio and Wi-Fi
- [ ] Push a welcome notice to arrived dealers
- [ ] Run scans for sessions and meals
- [ ] Capture photos for the gallery
- [ ] Keep a helpdesk with a clear banner

## Follow-up

- [ ] Send thank-you and photo gallery within 2 days
- [ ] Share feedback summary with leadership
- [ ] Send action points to each region
- [ ] Reconcile attendance and costs
- [ ] Plan the next meet and note changes

Source: sociana.in/templates/dealer-meet-checklist/