Meeting or Conference Planner's Checklist

PRELIMINARY PLANNING

1. What is the purpose of the meeting/conference?

2. What subjects are to be discussed?

3. For whom is the programme being conducted?

4. What is the size of the group?

5. Have invitations or notices been sent?

6. Is a date set for a follow up notice?

7. What committee or person will be in charge?

8. Who will act as Chairperson?

9. When will it be held?

   • Dates and times confirmed in writing by all concerned

   • Tentative arrangements with other places cancelled

10. Where will it be held?

11. Has an agenda been developed?

12. Are advance travel expenses required?

13. Have travel advances been distributed?

SPEAKERS AND SPECIAL GUESTS

14. Have the speakers/special guests been contacted?

15. Has their attendance been confirmed in writing?

16. Have arrangements been made to meet them on arrival?

17. If accommodation reservations have been made, have they been confirmed?

18. Has the speaker been notified of his allotted time?

19. If financial arrangements are involved, are they clear?

20. Are photographs and biographical information available for publicity and for the introduction?

21. Do the speakers know where the function is being held including the name or number of the room?

22. If the speakers require slides or visual aids, have arrangements been made for their provision?

MEETING FACILITY

23. Is the hotel or other building conveniently located?

24. Is it clean and appealing?

25. Are billing arrangements understood?

26. What is the check out time and can special arrangements be made?

27. Is good public transportation available?

28. Is there a bus, taxi or limousine service from the airport?

29. What is the availability of properly signed, preferably free, parking?

MEETING ROOM

30. How many rooms are needed?

31. How much is the room rental?

32. Where are the controls for heating, air conditioning and fuse box located?

33. What are the seating arrangements desired?

    Conference                                       "U" Shape

    Head Table                                       School Room

    Number of persons
     

34. Do tables and chairs have to be moved for a dance or demonstration?

    • If so, who will move them?

    • Will hotel staff be available to assist?

    • When must they be moved and how long will it take?

35. What time does the programme start?

36. Set up time is

37. Are adequate restroom and cloakroom facilities available?

38. Is the lighting adequate and how can it be dimmed for films?

39. Have arrangements been made for water at all tables and for speakers?

SLEEPING ACCOMMODATION

40. How many rooms are needed?

    Single __________ Double ___________ Suites___________

41. What are the room rates?  Single_______ Double_______ Suites________

42. Are the rooms clean and comfortable?

43. Has written confirmation been received?

44. On what date are uncommitted rooms to be released?

45. Do they have individual heating and air conditioning controls?

46. How many hospitality rooms are needed?

EQUIPMENT NEEDED

47. Identify the equipment needed:

47. 1. Projector equipment:
       PowerPoint

       Laptop __        
       Slide___             Film Strip  __         Power Bar  __       
       Screen _____    Tape recorder ___  Extension cord __
        

    2. Boards:  

       Chalk __              Flannel __           Magnetic __

       Easels __            Chart stand __    Flip Charts __

    3. Other Items:

       Watch __             Speakers __                 Lectern __          

       Erasers __          Masking tape __           Scissors __                

       Pointer __            Blackout drapes __      Names badge __

       Place cards __    Grease pencil __           Marking pen __  

       Special lighting __        Platform __          Hand out material __

       Transparencies __       Writing pads __   Meeting kits __

PUBLICITY

48. Have advance news releases been prepared?

49. Are arrangements in hand for on spot and follow up releases?

50. Has a photographer been arranged for?

51. Local newspapers, radio and television stations contacted?

52. Have introductions been prepared for the head table?

MEAL, SOCIAL HOUR AND COFFEE BREAK SERVICE

53. Has management been advised the dates and times for
    Breakfast? ________ Luncheon? __________ Dinner?__________

54. Have the menu selections been confirmed?

55. Has consideration been given to special diet requests?   

56. What is the price per plate (including tips and taxes)?
    Breakfast? ________ Luncheon? _________ Dinner?___________

57. What is the total number to be served?

58. What if any, is the minimum guarantee?

59. If a head table is required, how many settings are necessary?

60. Are place cards required for the head table?

61. Coffee breaks           A.M. _______________  P.M. ______________

62. Beverages   Coffee________ tea________ soft drinks__________

63. What is the selection of doughnuts, rolls, etc.?

64. What is to be the liquor policy for the social hour?
    By the drink               By the bottle
    Selected liquors       Complete bar

65. Are hors d'oeuvres to be served?

66. Has management been advised of the number for social hour?

67. What is the cost of the social hour?

GENERAL

68. If a registration desk is needed, has it been arranged for?

69. Have arrangements been made for a special announcement sign in the lobby and for directional signs elsewhere?

70. If delegates are required to present credentials, have arrangements been made to send these to them?

71. Are special decorations required and if so, has action been taken for them?

72. Are minutes of the meeting to be taken? If so, by whom?

SET UP TIME CHECK LIST

73. Tick the items as they are checked:

• Cloakroom open
• Operation of lights
• Proper seating arrangements
• Enough seats
• Cooling/heating system operating
• Registration desk provided
• Announcement and other signs in place
• Equipment set up and working properly:
  • Projectors
  • Recording equipment
  • Lectern (check light)
  • Special lighting (if any)
  • Chart stands
  • Easels
  • Blackboard / White board
  • Pointer​
• Material properly distributed:
  • Water and glasses
  • Pencils
  • Note pads
• Arrangements made to take telephone messages
• Special decorations properly set up

AFTER THOUGHTS

74. Have financial expenditures, including travel expenses been properly accounted for?

75. Have thank you letters been sent?

76. Has a list of things which went wrong been drawn up?

77. List of things especially well received.