
	Thursday December 4, 2008

UNION OF TAXATION EMPLOYEES
PUBLIC SERVICE ALLIANCE OF CANADA
MEETING OR CONFERENCE PLANNER'S CHECKLIST

PRELIMINARY PLANNING

What is the purpose of the meeting/conference?
What subjects are to be discussed?
For whom is the programme being conducted?
What is the size of the group?
Have invitations or notices been sent?
Is a date set for a follow up notice?
What committee or person will be in charge?
Who will act as Chairperson?
When will it be held?
1. Dates and times confirmed in writing by all concerned
2. Tentative arrangements with other places cancelled
Where will it be held?
Has an agenda been developed?
Are advance travel expenses required?
Have travel advances been distributed?

Have the speakers/special guests been contacted?
Has their attendance been confirmed in writing?
Have arrangements been made to meet them on arrival?
If accommodation reservations have been made, have they been confirmed?
Has the speaker been notified of his allotted time?
If financial arrangements are involved, are they clear?
Are photographs and biographical information available for publicity and for the introduction?
Do the speakers know where the function is being held including the name or number of the room?
If the speakers require slides or visual aids, have arrangements been made for their provision?

What are the seating arrangements desired?

Do tables and chairs have to be moved for a dance or demonstration?
1. If so, who will move them?
2. Will hotel staff be available to assist?
3. When must they be moved and how long will it take?
What time does the programme start?
Set up time is
Are adequate restroom and cloakroom facilities available?
Is the lighting adequate and how can it be dimmed for films?
Have arrangements been made for water at all tables and for speakers?

How many rooms are needed?

Single __________ Double ___________ Suites___________
What are the room rates? Single_______ Double_______ Suites________
Are the rooms clean and comfortable?
Has written confirmation been received?
On what date are uncommitted rooms to be released?
Do they have individual heating and air conditioning controls?
How many hospitality rooms are needed?

Has management been advised the dates and times for

Breakfast? ________ Luncheon?__________ Dinner?__________
Have the menu selections been confirmed?
Has consideration been given to special diet requests?
What is the price per plate (including tips and taxes)?

Breakfast? ________ Luncheon?_________ Dinner?___________
What is the total number to be served?
What if any, is the minimum guarantee?
If a head table is required, how many settings are necessary?
Are place cards required for the head table?
Coffee breaks A.M. _______________ P.M. ______________
Beverages Coffee________ tea________ soft drinks__________
What is the selection of doughnuts, rolls, etc.?
What is to be the liquor policy for the social hour?

By the drink By the bottle

Selected liquors Complete bar
Are hors d'oeuvres to be served?
Has management been advised of the number for social hour?
What is the cost of the social hour?

If a registration desk is needed, has it been arranged for?
Have arrangements been made for a special announcement sign in the lobby and for directional signs elsewhere?
If delegates are required to present credentials, have arrangements been made to send these to them?
Are special decorations required and if so, has action been taken for them?
Are minutes of the meeting to be taken? If so, by whom?

Material properly distributed:

Have financial expenditures, including travel expenses been properly accounted for?
Have thank you letters been sent?
Has a list of things which went wrong been drawn up?
List of things especially well received.

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