CONFERENCES: Setting it up checklist (printable)
This checklist is about the practical arrangements around a conference:
CONFERENCE ROOM
- Is it big enough?
- How are the tables arranged?
- How is the quality of the chairs and the tables?
- Where is the audio/visual equipment?
- Can you make the room dark, is that needed?
- Can you use the audio-visual equipment for free?
- Who orders the audio-visual equipment?
- Is there technical support available?
- Run through the agenda with the staff and possibly with the technical guys
- Check air-conditioning, lighting, and sounds
- Do you need a separate area for check-in?
- Check that everyone is able to see the podium
- How are messages delivered to the participants?
- What should be on the tables? Pen, paper, water, fruit?
- Are the walls sound proof?
- Who is the main contact person and responsible person
- Who is in charge for locking up the room / opening the windows during breaks?
RESTAURANT
- If dinner/lunch is included, what's on the menu? Is it appropriate?
- Can parts of the menu be substituted?
- How are vegetarians/vegans people with special allergic, physical or religious requirements catered for?
- Are drinks included? What kind?
- Do the participants dine in a separate room. Is there a seating plan in place? What is best?
ROOMS
- Are the rooms different?
- Who lives in the best rooms?
- How is the room and minibar charged?
- Do you need a welcome present in the room?
- Does it have internet access, how/who pays?
- Smoking/non-smoking?
- Check-out time, late arrivals?
- Can you store luggage?
BREAKS
- How often?
- What is offered in terms of drinks etc. during breaks
- Are the breaks held with other groups?
- How do the guests get outside
- Where are the rest rooms?
- Is smoking allowed? Where?
- Other break activities? Where?
- Consider making some sort of activity during breaks (but be careful not to exhaust people)
TRANSPORT
- Is parking free and available?
- How to get there and get away?
- Are driving directions available on the net?
- Does the address work in GPS units?
- Mention the phone number to a local taxi firm (who speaks English)
SIGHTSEEING, SPORTS ETC
- List local points of interest and how to get there
- Provide details of good guides
- Is there a fitness center available or a running track etc?
GENERAL AND NETWORKING
- Make sure that everyone has badges, with name and company, and that a list is provided with the details, including title. This is a must for the networking part. Consider making business cards for the day.
- Consider new appropriate ways to make the meeting a good networking experience.
- Make sure to have healthy foods and drinks available throughout the day, this will make a huge difference to the participants' capability to concentrate.
- Check cancellation options and fees
- Who pays? Does the participant pay for some of the things?
- Do the participants need to take out special insurances?
- Do the participants need to bring special equipment?
Please write to us at theteam@checklist4u.com if you have comments to this list or would like to improve it! Thanks!
Please refer to our Terms of Use - and remember that CHECKLIST4U.COM tries to make and compile sensible checklists, but we cannot assume any kind of responsibility if this or any other of our checklists may turn out to be incomplete, dangerous, if or if using it results in loss or damage of any kind. We repeat: We do not assume ANY responsibility for the contents. Have any comments? Do you want to improve it? Do you have your own that you want to publish on our site? Write to theteam@checklist4u.com ! We'd love to hear from you! Copyright 2006-2008 Checklist4u.com
