Use these questions to help you plan and prepare for a successful enrollment meeting.
Questions to ask the plan sponsor
Objectives
What are your objectives for the meeting?
Are there specific topics you would like me to cover?
Logistics
Will the meeting be in person or virtual?
How much time is available for the meeting?
How many participants are expected to attend?
Will there be any non-English speaking attendees? (Spanish enrollment guides are available)
Will meeting attendance be voluntary or mandatory?
Have you considered allowing employees to invite their spouses/significant others?
For in-person meetings:
Can I access the meeting location 30 minutes early to set up?
Will I have access to a projector?
Will there be internet access?
Can I send you posters to help promote the meeting?
Would you like me to send you an email template invite?
Questions for you
Plan info
Who are the participants? Consider income, age, education and investment knowledge to help you tailor your presentation to your audience.
Have you reviewed the plan-specific FAQs on the plan's educational website?
This info can help you respond to common enrollment questions that may be asked on a range of topics, including:
Plan types
Contribution limits
Employer contributions
Vesting
Investment options
Taxes
Rollovers
Loans and withdrawals
Fees
Presentation & enrollment tools
What is the location and time of the meeting?
Be prepared to arrive or log in early. Take care of any special travel arrangements or virtual meeting requirements ahead of time.
Do you have the plan's educational website address? We'll send the website address to you via email, or you can call us at (800) 421-9900 for assistance. Be sure to review the Educational website guide to help you prepare for the meeting.
Do you need to order enrollment guides? Determine if the guides should be sent to you or the client and then call us at (800) 421-9900 to place your order. Please allow up to 10 business days for delivery.
Are there any employees in additional or outlying locations? You may need to send materials to employees who work remotely or arrange for a virtual meeting presentation.
Do you need to order educational literature? Based on the objectives of you and your client, you may want to order literature to help you cover additional education topics, such as "what is a target date fund?"
How will employees enroll in the plan? Be sure you're familiar with the plan's enrollment options so you can direct employees accordingly.
Will you need a flip chart and markers or a projector? There are a number of factors that can affect how you present. You may be meeting in an office or on the floor of a manufacturing facility, so plan accordingly and have a backup plan in the event of technical difficulties.
Do you want to provide food or refreshments? Think about your audience and the length of your meeting when considering optional food or refreshments. Also, the employer may have rules/guidelines to consider with respect to this.
Will you offer individual meetings after the enrollment presentation? Some employees may be hesitant to ask questions in front of coworkers, so one-on-one meetings can help you get more people enrolled or maximize their retirement benefit. Individual meetings can also be a good opportunity to help employees with 529s and other savings outside of their company retirement plan.
More resources
Use our enrollment meeting checklist (PDF) to further prepare for a successful enrollment meeting.
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