If you've got last year's meeting scripts toss them into the package. Original video sequences, new photography, Powerpoint charts, graphs, whatever. What it is, what is does, and what you want to say about research, positioning and promotion. Dates the staging crew can arrive, set-up, and rehearse. Don't keep it a secret.
Format follows finance.
Thinking this through will take a while. But I guarantee you and your meeting will be the better for it. And producers, trying to create an intelligent proposal on a subject about which they may know absolutely nothing, will anoint your feet with precious oils .