Your Guide to Planning a Successful Indy Meeting

What to Focus On

Your Destination Experience Manager is your primary point of contact throughout the planning process. During this initial conversation, you'll discuss your event vision, goals, timeline, and any unique needs for your meeting. This is also a great opportunity to identify early priorities and begin building a customized planning strategy.

How Visit Indy Can Help

• Learn about your organization's goals and objectives.
• Introduce available Visit Indy services and planning tools.
• Connect you with the appropriate internal teams and community partners.
• Begin identifying opportunities to enhance the attendee experience.

As planning begins to take shape, now is the time to confirm your event vision, establish major milestones, and begin exploring venue and space needs. Early planning creates flexibility and allows ample time to evaluate options.

How Visit Indy Can Help

• Coordinate introductions to the Indiana Convention Center and meeting venues.
• Recommend unique off-site venues and event spaces.
• Provide facility information and floor plans.
• Connect you with trusted local partners that fit your event goals.

Begin refining your meeting layout, event flow, and attendee experience. This is an ideal time to schedule site visits and evaluate meeting rooms, exhibit halls, general session space, and special event locations.

How Visit Indy Can Help

• Coordinate site visits and venue tours.
• Assist with facility consultations.
• Recommend unique venues for receptions or networking events.
• Share ideas for enhancing the attendee experience through local attractions and cultural districts.

As registration planning begins, review housing timelines and ensure your hotel block aligns with anticipated attendance. This is also a great time to begin incorporating Indianapolis into your attendee communications.

How Visit Indy Can Help

• Review hotel block performance and adjustments.
• Assist with housing services and reporting.
• Provide marketing assets including photos, videos, promotional copy, and downloadable maps to support registration efforts.

With your event approaching, it's time to generate excitement and encourage registrations. Strong destination messaging can help drive attendance and build anticipation.

How Visit Indy Can Help

• Share ready-to-use promotional copy.
• Provide social media graphics, videos, and photography.
• Connect your team with Visit Indy's Communications team for promotional opportunities.
• Supply media accolades and destination highlights to showcase Indianapolis.

Start designing memorable experiences beyond the meeting room. Whether it's networking events, spouse programs, CSR opportunities, or free-time activities, this is when Indianapolis becomes part of the event.

How Visit Indy Can Help

• Recommend group experiences and local attractions.
• Suggest dining, nightlife, and cultural districts.
• Connect your organization with nonprofit engagement opportunities.
• Help create itineraries that showcase Indianapolis.

Operational planning is now in full swing. Review transportation, catering, supplier needs, and event activations to ensure every detail is accounted for.

How Visit Indy Can Help

• Connect you with transportation providers, decorators, AV companies, entertainment, and other local suppliers.
• Provide transportation and parking information.
• Recommend catering and private dining options.
• Introduce local partners that can elevate your event.

Now is the time to finalize operational details and ensure everyone involved understands the event plan. Confirm VIP schedules, transportation, signage, attendee communications, and welcome experiences.

How Visit Indy Can Help

• Assist with welcome materials and city maps.
• Recommend restaurants and local experiences.
• Coordinate VIP spouse programs and special event assistance.
• Connect you with additional local partners if needs arise.

Your event is almost here! Confirm arrival logistics, finalize VIP details, review attendee communications, and ensure all on-site contacts are in place.

How Visit Indy Can Help

• Review final logistics.
• Provide downloadable maps and visitor materials.
• Support welcome messaging and attendee resources.
• Plan your preferred post-event feedback process.
• Answer any last-minute planning questions.

Take one final look at your event plan and confirm all vendors, transportation schedules, staffing, and communications are ready.

How Visit Indy Can Help

• Final planning check-in.
• Assist with any last-minute changes.
• Confirm all requested Visit Indy services are ready before arrival.

Welcome! Your attendees are arriving, and your Destination Experience Manager is here to support you throughout the event.

How Visit Indy Can Help

• On-site support throughout your event.
• Information and restaurant assistance.
• Welcome Program featuring citywide signage and community awareness.
• Concierge-style assistance for attendees.
• Immediate support should unexpected needs arise.

Congratulations on a successful event! After your meeting, we'll gather feedback, celebrate successes, and begin planning for future opportunities in Indianapolis.

How Visit Indy Can Help

• Schedule a post-event recap.
• Share a planner satisfaction survey.
• Continue the conversation about future meetings and ways to enhance your next event.
• Thank you for choosing Indianapolis—we value your partnership and look forward to welcoming you back.