Check List For Meeting Day And Post-Meeting

Meeting Day

• Appoint staff to greet speakers as they arrive
• Appoint staff to greet any visitors, VIPs, press members
• Appoint someone to introduce the speaker
• Place direction signs and large posters outside rooms
• Place direction signs in outside (if needed)
• Set up a registration table one hour before attendees are to arrive
• Appoint clean-up committee
• Welcome attendees
• Distribute name badges, final agendas and materials
• Check audiovisual equipment before presentation begins
• Distribute giveaways, handouts
• Confirm timing for meals, breaks
• Plan post-meeting follow-ups with your staff and facility staff

Post-Meeting

• Document meeting notes, prices, vendors and suggestions for future meetings
• Review and process meeting evaluations
• Make copies to include in your notes for future meetings
• Reconcile finances
• Ensure all costs have been covered: food, printing, etc.
• Complete payment for site, speakers and other services
• Do a post-budget performance review
• Finalize budget report, including actual costs and revenues
• Prepare invoices for sponsors and unpaid attendees
• Pack and inventory materials
• Ship leftover materials back to office
• Send “thank you” notes to speakers and presenters
• Send “thank you” notes to your contact at facility and to staff who went above and beyond to ensure success of meeting
• Send “thank you” notes to VIPs (where appropriate)
• Print final registration list including onsite registration
• Request a sleeping room pickup summary from hotel