Convention Cheklist

Convention Checklist
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This handy Checklist includes important information and details that can “make or break” a successful meeting. Early planning is the first step to success ... this checklist can lead the way!
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Tips include:
• Planning meeting objectives, schedule of activities and budget.
• Designing announcements, publicity and mailings for delegates. Setting deadlines.
• Developing an information sheet for each function: meals, tours, spouse programs,
hospitality rooms, etc.
• Planning registration procedures and materials.
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Group Travel Information
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Attendance
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Total members expected
Total guests expected
Total spouses, family members
Approximate number of rooms needed:
· Single
· Double
· Suites
Room rates/range $
Policy of hotel regarding confirmation of reservations,
deposits, room block cut-off (release) date, complimentary room policy:
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Transportation
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Arrangements needed for transportation from airport:
· Limousines
· Taxis
· Shuttles
· Buses
Early/late arrivals
Private cars
Buses for tours and off-site functions
Do you need meet/greet services at airport?
· own personnel
· hired personnel
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Dates
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Most of group will arrive
Most of group will depart
Uncommitted rooms released
Convention registration cut-off date
Hotel registration cut-off date
Arrangements for early/late arrivals
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Complimentary Accommodations
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Number of each room type needed:
· Single
· Double
· Suites
Room rates confirmed
Bars, snacks, complimentary buffets
Transportation
Registration Form
See checklist (next page) for items to include on form
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Items to include on Registration Form
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Use this checklist to prepare registration and promotional materials.
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Name of meeting
Date of meeting
Place of meeting
Delegate name, address, telephone no.
Name of spouse, if attending
If sharing room, roommate’s name, etc.
Hotel(s) name, address, phone, fax, room rates
Cut-off date for hotel registration for group room rates
Cut-off date for delegate registration for conference
Late registration fees, if any
Where to mail hotel registration
Explain alternate/overflow hotel
Where to mail conference registration form
Cost of conference alone
Advance payment necessary?
Check payable to?
Credit cards accepted? Number/Exp. dates.
Description and cost of special activities or tours
Number planning to attend each tour
Description and cost of spouse program
Number planning to attend
Description and cost of pre/post convention tours
Number planning to attend
Cost of transportation from airport to hotel and by what means
Check-in/out hours at hotel
Registration hours and location for on-site conference registration
Time of arrival and departure
Refund policies
Hotel deposit information will be sent with hotel confirmation from hotel or
convention bureau (in Tucson bureau does housing upon request only if three
or more hotels are contracted)
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Meeting / Event Information:
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Finances
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Who has fiscal responsibility?
Are sponsors needed?
Budget $
Deposit receipts
Record keeping
Payments
Final statement
Arrangements handled by:
· Destination Management Company
· Own personnel/volunteers
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Guest Speakers and Visitors
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Invitations to local dignitaries/speakers
Invitation(s) accepted
Tickets provided
Lodging provided/for spouse
Welcome, host arranged, airport transportation or directions provided
· Name tags/ribbons prepared
· Biography
Honorarium required
Honorarium paid
Special equipment needs
Photocopy/print handouts
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Equipment & Facilities
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Make list of all equipment needed
Make list of all organizational supplies
Make list of all items to be rented with prices
Equipment operators
Photographer/Stenographer
Signage:
· Registration
· Directional
· Welcome
· Flags/banners
Lights:
· Spots
· Floods
· Other
Projection equipment:
· Movie
· Slide
· Overhead
· Video
· Computer
Video:
· VHS
· ½”
· Recorder or playback
· Monitor
· Camera
· Tape
Audio:
· Tape Recorder
· Cassette
· Blank Tape
· Microphone
· Sound System
Miscellaneous:
· Chalk Board / White Board
· Flip Chart
· Chart Stand
· Screens
· Lectern
· Extension Cords
· CD Player
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Meetings
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Make a list of date and times of each
Make a list of room sizes needed for each and setup ( theater, banquet, schoolroom, hollow square, etc…)
Record names and cost of rooms
Room needed for office / conference headquarters
When rooms can be set up
· Make seat plan for each room (skirted, tables, etc.)
Speaker’s tables/needs
Exhibit area/needs
Microphone type, podium, staging, lectern, water pitcher / glasses
Pencils, notepads, handouts
Review equipment checklist above for other needs
Mark location of restrooms and smoking areas
Sign, flags, banners, placed correctly
Arrangement for breakfast / meals (how many and location)