Logistics Checklist: Planning Checklist, Before and After
3 Weeks Before:
; If speakers haven’t provided electronic copies of their presentations, send gentle
reminders (including a request that they bring an extra copy on diskette or CD or
memory stick with them).
; Confirm arrival and departure times of speakers and participants. ; If you’re using overnight accommodations, submit an updated guest list to the
facility. Remember to ask participants and speakers about:
o Smoking or non-smoking rooms.
o Dietary restrictions or requirements
o Assistance for physical challenges (e.g., wheelchair).
o Arrival and departure details.
; Make copies of evaluation forms to be used onsite.
; If the event is held at an offsite facility, meet with the facility’s liaison to
o Clarify your requirements and key contact people at both ends—your
event organizers and their staff.
o Decide how you’ll communicate onsite (e.g., cell phone, walkie-talkies
that have earplugs are less disruptive)
o Arrange for signage—registration desks, posters directing participants to
event rooms, message boards, etc.
1 Week Before:
Arrange for delivery service to get materials to an offsite location, pack and ship ;
o Arrange for guaranteed delivery two full days before the event. Make sure
you know to whom materials are being delivered.
o Confirm arrival with the facility.
o If the shipment hasn’t arrived, try to track it down before travel to the site.
; Prepare nametags
o Print nametags
o Stuff nametags in badgeholders
; Prepare evaluation materials
o Edit evaluation forms
o Photocopy evaluation forms
; Compare conference facility document that outlines arrangements (often called
Banquet Event Orders and set-up sheets) against your requirements; alert hotel of
any changes or discrepancies
3 Days Before:
; Confirm food arrangements and head counts.
; If you still haven’t received copies of presentations from speakers, try one more
1 Day Before:
; Double-check to make sure that all materials have arrived onsite.
; Pack an emergency kit with any miscellaneous materials you may need
After the Event (preferably no more than 7 days later):
; Send thank-you letters to speakers.
; Send thank-you letters to sponsors (including vendors that provided supplies).
; Schedule a debriefing with your staff and partners or collaborators.
; Stick to (or begin to create) a timetable for evaluation-related activities. 762733454.doc 2