Meeting Logistics Checklist
26/07/2010
Air Travel
Arrangements made with
- travel agents
- airlines
- internet
Tickets
- paper
- electronic
Provided information
Expected attendance
Past attendance (if applicable)
Cargo opportunities
Appoint an official carrier
Publicize air travel information in event promotion materials
Kinds of fares
- group
- promotional
- excursion
- other
Ground Transportation
If using an airline, do they provide
- complimentary staff travel
- cost analysis
- promotional assistance
- convention desk
- rental car assistance
- arrival/departure manifests
VIP lounge
- special baggage center
- pre-boarding privileges
- electronic ticketing
- complimentary ticket ratio
Determine
- minimum rental period for vehicles
- overtime availability
- capacity
- dispatch method
- accessibility
- condition of vehicles
- back up vehicles
- air conditioning/heating
- distance from event
- pick up/drop off and parking at event departure points
- hours of use
- route
- insurance
- driver contract status
- price
Function Room Selection
Detail nature of each function with facility staff; inspect possible sites for
- sufficient space
- adequate electrical outlets, voltage capabilities
- good acoustics, lighting, ventilation
- columns or other obstructions
- accessibility of exits, restrooms, dressing rooms
- moility easements
Room Set-Ups
Work with a scaled diagram and be sure to consider
- type of activities
- expected attendance
- number, dimensions of tables
- type of food service
- best table placement
Possible items for head tables include
- platform
- additional two feet of space for lectern or podium
- place cards
- special services, decorations, beverages, gifts
Pre-event Arrangements
Assign staff members to
- serve as ticket collectors, ushers, escorts for special guests
- coordinate attendance, consumption revisions with catering department
- inventory beverages before and after function
- make/ distribute seating plans, place cards, programs, gifts
- attend to entertainers or special guests needs
Provide system for notifying attendees of any changes in function location; instruct staff and attendees on
- seating procedures
- assignment of alternative locations
- handling admission, tickets cash collection
Check periodically that all instructions to facility on menu, table, seating arrangements, etc.,
- are being carried out; coordinate the exact schedule for
- room setups
- ticket sales
- cocktails
- when doors open
- seating of head table guests
- special opening ceremonies
- food service
- tables cleared
- speakers
- entertainment, music, dancing
Signage Requirements
Signs needed to
- office and service areas
- directional assistance
- function room identification
- ground transportation vehicles and stops
- general event information
Sign specifications
- size
- color of background
- color of lettering
- type of material
- format
- copy
- number of signs required
- placement
- floor plan
- date and time
Preconvention Meeting
Set up schedule of onsite briefings involving
- convention service manager
- onsite meeting manager
- outside suppliers
- convention bureau representative
- others as required
- organization staff members
Well in advance of meeting, send résumés to
- convention service manager
- appropriate outside suppliers
Include in conference résumé
- organization name and date for each function
- room for each
- time function begins and ends
- scheduled setup time
- expected attendance at each
- staff member in charge
- room set up diagrams
- special services, facilities required
- billing instructions
Review details regarding
- food and beverage
- entertainment
- audio visual equipment
- engineering/special utilities
- accommodation reservations
Translation and Simultaneous Interpretation
Registration
Onsite cash management
Transportation
Parking
Receiving/shipping
Telephone/Internet connections
Housekeeping
Special tours
Security
Sign
Working language of destination
Other languages according to need
Other
Printed materials
- working language of destination
- other languages according to need
Traffic Flow and Crowd Control
Registration
- number of stations
- pre-registered attendees separate
- duration
- expected peak
- method of crowd control
Function rooms
- location and number of signs
- location and number of staff members
- staggered breaks
- adequate restroom facilities
- expected peak
- method of crowd control
To ground transportation/accommodation
- location and number of signs
- location and number of staff members
- expected peak
- method of crowd control
(reference Meeting and Conventions Planning Guide)
