12 Required kick-off meeting elements

Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results. –Andrew Carnegie

You should design all aspects of your kick-off meeting to motivate your team, communicate your proposal plan, and set the overall tone for how your proposal team will operate.

Though the kick-off meeting typically occurs a few days after RFP release, planning for the kick-off meeting prior to RFP release saves time once the RFP drops – a major advantage for your team. Once actual post-RFP proposal preparation begins, having already planned the kick-off meeting saves important time that you can use to review the RFP, validate pre-proposal products, and prepare final writing plans and writers’ packages.

The planning process involves identifying the meeting location, handling logistics, designing the agenda, preparing distribution materials, and inviting the right people. Use a Kickoff Meeting Planning Checklist like this to track all required meeting elements:

1. Room reservation
2. List of invitees
3. Email invitation to hold date
4. Refreshments
5. Security (for classified efforts)
6. Senior management speaker to kick-off meeting
7. Projector, flip charts, white boards (markers), and other supplies
8. Name tags
9. Directions for visitors
10. Briefing slides
11. Handouts
12. Binders or folders containing writing assignments and prepared materials, including win themes, key graphics, outline, compliance matrix, schedule/timeline/calendar, organization chart, contact phone numbers, URL to shared workspace, any training materials, and any other materials necessary to start out on the right foot!

By Beth Wingate