Meeting & Event Check List Template (Page 3 of 3) in pdf

Meeting & Event Check List Template Page 3

One week prior event

Send material to arrive at the hotel 48 hours before your arrival.(advise the hotel to expect the material)

Make arrangements to return material to your office after the event.

Check and order speakers' technical

Prepare a master copy of all your printed material to bring with you - just in case.

Confirm all deliveries and pick-ups.

Prepare name badges.

Send out your event press release. Call up contacts to get confirmation of coverage.

If you are using your own AV, check that it functions and that you have all necessary cords, plugs etc.

Prepare a staff briefing kit (programme, scenario, contact telephone list etc.).

Advise the event venue (and other relevant suppliers) , who has the authority to sign bills and order any extras.

Upon arrival at the venue / 1 day before event

Hold a pre-event meeting with your venue contact to go through the programme.

Personally check that all material has arrived and is in good condition.

Aim at getting to bed early - and get a good start!

1 hour before event

Check all event rooms.

Make sure that all greeters, helpers etc. are on-site, briefed and ready to go.

During the event

Relax, smile and have a great event!

After the event

Meet with your venue contact to review the event. (Present you feed-back and feed-forward).

Fill out the event evaluation form.

Check the invoice.

Pay the invoices from suppliers.

Send thank-you notes to the speakers, sponsors, staff etc.

Make notes for the next event.

Meeting & Event Check List Template Page 3