Conference and Event Planning Worksheet

EVENT NAME: EVENT DATE(S): EVENT LOCATION: ORGANIZATION: ORIGINATING DATE: LAST UDATE:
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In the boxes titled , check if this action is appropriate for this event. TIMING OR DUE DATE
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ACTION Starting checklist 1 Recruit help 2 Appoint person or committee responsible for: Site selection Agenda Delegates Guests Accommodations Finance Transportation - air Transportation - ground Registration Food plan Banquet(s) Reception(s)

ASSIGNED TO
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COMMENTS

Entertainment After-hours activities 3 Firm up choice of hotel 4 Arrange for weekly (monthly) progress reports 5 Click here to enter text. 6 7 8 9 10 11 12 13 14 15
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Accommodations checklist 1 Total of rooms needed: Singles Doubles Suites 2 Room rate 3 Reservations to be confirmed by hotel 4 Date majority arriving 5 Check-in time limits

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6 Date majority departing 7 Check-out time 8 Special VIP arrangements 9 Hospitality areas 10 Parking facilities 11 Credit arrangements agreed for guests 12 Click here to enter text. 13 14 15 16 17 18 19 20
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Transportation checklist 1 Air travel arrangements and reservations 2 Ground transportation arrangements to and from hotel 3 Ground transportation arrangements to and from conference site 4 Other transportation requirements

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5 Maps and directions to locations 6 Hotel(s) 7 Site 8 9 10 11 12 13 14 15

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Registration checklist 1 Procedures for guests 2 Procedures for VIPs 3 Welcoming service 4 Signs for registration desk 5 Lobby registration table if required 6 Registration equipment 7 Identification badges if required 8 Wastebaskets 9 Hospitality rooms 10 Emergency spare rooms 11 Agenda displayed

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12 Consult hotel credit manager 13 Experts to handle money 14 Registration packets for: Attendees VIPs Speakers Guests 15 Registration packet contents 16 Literature distributed 17 Checklist to committee members 18 Checklist to speakers 19 Checklist to exhibitors 20 21 22 23 24 25 26 27 28 29 30
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Speakers checklist

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1 Arrangement made well before meeting 2 Time speaker(s) to be available 3 Place speaker(s) to be available 4 Length of talk(s) 5 Type of talk(s) planned 6 Fee arrangements for speakers if required 7 Expense arrangements including transportation 8 Biographical notes for introduction 9 Hotel reservation(s) made 10 Special equipment provided including AV equipment 12 Program supplied to speaker(s) 13 Special guest(s) to be invited 14 Speaker(s) to be met at airport 15 Introduced to officers, VIPs 16 Special room arrangements 17 18 19 20 21 22 23
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Bird dog checklist 1 Set up overall agenda 2 Assign speakers agenda 3 Collect and combine all agendas 4 Set up daily routines 5 Arrangements made with hotel 6 Hotel personnel contact list 7 All telephone numbers noted 8 All times noted 9 Literature for distribution (literature checklist) 10 Welcoming arrangements made 11 Get acquainted party 12 Formal welcoming speech (kick- off) 13 Click here to enter text. 14 15 16 17 18 19
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Meeting rooms checklist (main session) 1 Seating requirements: Speakers platform Audience 2 Seating arrangements Speakers platform Audience 3 Place cards correct if required 4 Pads, pencils, glasses, water pitchers distributed 5 Light switches located and in working order 6 Cooling, heating controls located and checked 7 Stage equipment checked 8 Lectern ready, light working, gavel in place 9 All arrangements made for speakers 10 Speakers pointer handy 11 Microphone checked 12 Loudspeakers checked and in place and volume adjusted 13 Extension cords no hazard 14 Easel, markers ready

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15 Computer equipment required: Desktop system (specs) Monitor and size Laptop (specs) Computer cable(s) 16 AV equipment required: TV monitor VCR LCD project LCD panel display Overhead projector Movie projector Computer cable(s) 17 Projection lamp tested Projection screen installed 18 Screen correct size 19 Screen correctly positioned 20 Audience view unobstructed 21 Spare lamps and fuses ready 22 Lenses clean 23 Directional signs posted 24 Rest rooms indicated 25 Member(s) of staff at doors 26 27 28
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Breakout session or speakers rooms checklist 1 Number of rooms required 2 Seating requirements: Speakers platform Audience 3 Seating arrangements Speakers platform Audience 4 Place cards correct if required 5 Pads, pencils, glasses, water pitchers distributed 6 Light switches located and in working order 7 Cooling, heating controls located and checked 8 Stage equipment checked 9 Lectern ready, light working, gavel in place 10 All arrangements made for speakers 11 Speakers pointer handy 12 Microphone checked 13 Loudspeakers checked and in place and volume adjusted

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14 Extension cords no hazard 15 Easel, markers ready 16 Computer equipment required: Desktop system (specs) Monitor and size Laptop (specs) Computer cable(s) 17 AV equipment required: TV monitor VCR LCD projector LCD panel display Overhead projector Movie projector Computer cable(s) 18 Projection lamp tested Projection screen installed 19 Screen correct size 20 Screen correctly positioned 21 Audience view unobstructed 22 Spare lamps and fuses ready 23 Lenses clean 24 Directional signs posted 25 Rest rooms indicated 26 27
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Day-to-day meals checklist: 1 Consult hotels food and beverage mgr., banquet mgr. or maitred 2 Meals provided: Breakfast buffet-style or menu Lunch buffet-style or menu Lunchlight, especially dessert Dinner buffet or menu 3 Number days meals will be provided Breakfasts Lunches Dinners 4 Estimated # people at each meal: Breakfast Lunch Dinner 5 Meal plan selected: American Plan (AP) Modified American Plan (MAP)

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European Plan Special 6 Menus for each meal 7 All mealsvaried with alternative choices 8 Seating arrangements for each meal 9 Meal costs 10 Meal billing arrangements 11 12 13 14 15
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Coffee break/cocktails checklist: 1 Place to serve 2 Check coffee arrangement 3 Supply decaf coffee 4 Sugar substitutes 5 Tea 6 Soft drinks, bottled water 7 Fruit 8 Cookies/pasteries 9 Snacks 10 AM coffee break menu

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11 PM coffee/snack break menu 12 End of day cocktail hour Bar hours 13 Bar arrangements - open or cash 14 Barbeer, wine and/or liquor 15 Arrangements to close bar 16 Appoint person who can keep bar open 17 Click here to enter text. 18 19 20 21 22 23 24 25
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Banquet checklist: 1 Number of attendees 2 Seating arrangements 4 Speeches (Y/N) -- keep short 5 Plan menu with banquet manager 6 Bar arrangementsopen or cash

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7 Bar hours 8 Barbeer, wine and/ or liquor 9 Winesto serve or not to serve with meal 10 Special dishes (Y/N) 11 12 13 14 15 16 17 18 19 20
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Entertainment checklist: 1 Entertainment (Y/N) 2 Check budget, allow for emergencies 3 Professional entertainment (Y/N) - details 4 Local talent 5 Show to suit audience 6 7 8
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Miscellaneous 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
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