Checklist · free
Dealer meet checklist
A 40-point checklist for a dealer or distributor meet, in five phases from objectives and invitations to the follow-up. It is written for the channel team that owns the guest list and for the event manager who owns the venue.
No sign-up needed.
Who it is for
- Sales and channel leads responsible for dealer attendance
- Corporate event managers who run the logistics
- Regional managers who chase their own dealers
How to use it
- Walk the Objectives phase with the sales head first and write the two outcomes you will measure.
- Split the checklist between the channel team and the event team, one owner per line.
- Review it weekly in a fifteen-minute call and mark what is blocked.
- Use the Follow-up phase to send a thank-you and a summary of next steps within a week.
The contents
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
Where it has been used
Follows how a beverage-company partners meet moved dealers through invitation, travel, programme and awards, with groups used to scope content.
Questions people ask
How early should invitations go out?
Around four weeks ahead for a domestic dealer meet, earlier if many travel by train. Send a save-the-date at least a month before, then a formal invitation with the registration link.
How do we keep regional groups separate?
Create a group per region and use it for notices, pickup details and agendas. It saves each dealer from reading messages meant for other regions and reduces calls to the helpline.
What should we measure afterwards?
Confirmed against invited, attended against confirmed, and a short satisfaction score. Add one commercial follow-up such as orders or pledges within a quarter, agreed with sales upfront.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.