MEETINGS AND CONFERENCE CHECK LISTS

MEETINGS AND CONFERENCE CHECK LISTS
Primary content development by Victor Paa Kwesi Mensah, view other contributors here

Introduction
In the event planning and execution processes, dozens of activities, materials, equipment, human resources and time needs to be synchronized to ensure success. Due to its numerous parts and variables, meetings/conference management practitioners tend to forget the cater for several aspects of the event itself, materials, or stakeholders themselves.

This guide is intended to provide a holistic checklist for all meeting events. While it may be comprehensive for most meetings, it is – and will never be – complete for all types of meetings. This list is growing. Feel free to add to it.

Tip: not all parts/steps/checklist will be necessary for all meetings.
This list may need customising to suite the particular event

Enjoy using this guide!
Cheers!!
--Victor Mensah 17:14, 25 May 2008 (UTC)

Objectives

This resource is intended to provide a step-by-step check list for all meeting/conference/convention management professionals. It attemps to provide a comprehensive list of activities/actions necesary to make the event a success.

Pre-Conference Services

1. Be clear on Conference Objectives and expected outcomes
2. Develop conference budget
3. Recruit/rope on and group staff into task teams
4. Create comprehensive timelines
5. Conduct contingency planning
6. Venue selection
7. Negotiate and administer effective contracts for venues, rooms, equipment, transportation, etc.
8. Source temporary/rental on-site equipment
9. Schedule ground transportation
10. Establish audio/video plan
11. Plan hospitality needs
12. Organize all food and beverage for meals, breaks and receptions
13. Recommend and organize social activities and off-site events
14. Fully integrated travel services
15. Decide on all acceptable deviations (bearable limits) and communicate accordingly
16. Establish if there are any other planning needs to be considered
17. Double check if all the above have been executed

Conference Marketing, Invitations and Registration Services

1. Marketing plan development
2. List development and maintenance
3. Prepare accreditation procedures
4. Delineate RSVP persons and tasks
5. Direct mail development and execution
6. Email development and execution
7. Press relations and publicity
8. Design and develop promotional items and conference apparel
9. Online, phone and fax registration and data management
10. Invoices and fee management
11. Establish if there are any other marketing needs to be considered
12. Double check if all the above have been executed and according to planned quality

Conference Sponsorship and Exhibit Services

1. Develop and implement sponsorship/exhibit plan
2. Establish Exhibitors categories, rules and procedures
3. Research and identify potential sponsors/exhibitors
4. Market and sell to prospective sponsors/exhibitors
5. Manage all aspects of sponsorship and exhibitor fulfilment
6. Establish if there are any other sponsorships considered
7. Double check if all the above have been executed

On-Site Conference Management Services

1. Review task assignments and be clear (again) who is responsible for what
2. Conduct contingency simulations and prep staff for “kick-off”
3. On-site liaison with venue's conference services manager
4. Review again all lines of billing and procedures.
5. Manage all on-site equipment and logistics
6. Receive and position shipped materials
7. Setup and staff Registration/Welcome desk
8. Setup and maintain meeting rooms and event areas
9. Complete food and beverage management for meals, breaks, receptions, etc.
10. Facilitate arrivals/departures
11. Monitor audio/visual equipment readiness
12. Oversee special and/or side events
13. Review billing daily
14. Manage social activities and off-site events
15. Review all activities above and control spin-offs. Ensure even “good” side issues are according the plan or within planned bearable limits

Post-Conference Services

1. Distribute evaluation forms to speakers, participants, staff, and external meeting auditors
2. Collect post-conference feedback and assessments
3. Comprehensive invoice reconciliation and evaluation
4. Coordinate return shipping
5. Provide conference attendee data file
6. Prepare the conference reports
7. Distribute thank you correspondence and follow-up materials to attendees, speakers, VIP's and others

Tip: not all parts/steps/checklist above will be necessary for all meetings.
This list may need customising to suite the particular event