Public Relations Manual
Meeting Checklist
Open houses, meetings and printing demonstrations are prime opportunities to attract local media coverage. Because these events are such attention getters, you'll want to do everything possible to assure that they "go off without a hitch."
Thorough planning and follow-through are the key to the success of these events. Use the meeting checklist that follows to guide your planning.
- 1. Site Requirements
- Central or convenient location
- Airport nearby
- Adequate public transportation
- Charter buses available
- Restaurants and stores nearby
- Entertainment available
- Recreation facilities nearby
- Exhibit hall available
- 2. Hotel/Facility Requirements
- Prices within budget
- Good location
- Clean and attractive
- Sufficient meeting rooms
- Adequate sleeping rooms
- Adequate dining & function space
- All rooms air-conditioned
- Sufficient exhibit space
- Adequate recreational facilities
- Audio-visual equipment & support
- Quality food service
- Efficient registration
- Sufficient manpower to service meeting.
- 3. Hotel Contacts
- Convention Manager
- Maitre d'hotel
- Bell Captain
- Banquet/Catering Manager
- Service Manager
- Sales Manager
- Crisis Contact
- Complaint Contact
- 4. Attendance
- Total members expected
- Total guests expected
- Total number of spouses
- Total number of children
- Grand total
- 5. Transportation
- Early/late arrivals
- Private cars
- Instructions to attendees
- Buses for tours
- Parking available
- 6. Dates
- Most of group will arrive
- Most of group will depart
- Uncommitted rooms released
- Registration cut off date
- Arrangements for early/late arrivals
- Arrangements for "no shows"
- Mass or individual billing
- 7. Guest Speakers and Visitors
- Invitations to local dignitaries
- Acceptance of invitations
- Ticket provided
- Lodging provided
- Transportation arranged
- Welcome arranged
- Name tags prepared
- Honorarium required
- Honorarium prepared
- Thank you letter sent
- 8. Sleeping Rooms
- Approximate rooms needed:
- Single
- Double
- Suites
- Room rates:
- Members
- Guests
- Spouses
- Child
- Reservation confirmation
- 9. Complimentary Accommodations
- Number of suites needed
- Room rates checked
- Bars, snacks, complimentary buffets
- Flowers, fruit basket, newspaper
- Contacts for suite addresses
- Check rooms, gratuities
- Golf, tennis, etc.
- 10. Registration
- Approximate time required
- Registration cards: number & size
- Personnel to handle
- Number of tables chairs
- Ash trays
- Typewriters: number & type
- Paper, pencils, pens, pins
- Signs
- Water pitchers, glasses
- Number of suites needed
- Lighting
- Telephones
- Bulletin boards: number & size
- Cards for guest, family
- Name tags
- Cash drawers: number & size
- File boxes: number & size
- Points to Check Just Before Opening
- Personnel-understanding of procedure
- Necessary information on registration cards, badges
- Ticket prices, policies
- Location of programs, other material
- Policy on single ticket sales
- Policy on accepting checks
- Policy on refunds
- Hospitality desk/room
- Duplicate registration lists
- Post instructions at convenient spots
- Location of tables
- Lighting of tables
- Wastebaskets
- Cards, pencils on tables
- Adequate supply of change
- Protection of cash
- Points to Check During Registration:
- Presence of administrator to make policy decisions
- Policy for registration of members after desk is closed
- Provision for checking funds at closing time
- Need for removing cash overflow
- 11. Meals, Receptions, Coffee Breaks
- Menu selections and deadline
- Make sure we have a firm price-per-plate including tips and taxes (if any)?
- Number at head table?
- Number at other tables?
- Total to be served?
- Round, square, rectangular tables
- Room arrangement/layout
- Minimum guarantee?
- Price-per-plate guarantee?
- Place cards for tables
- Table tents (such as Advisory committee, Honored Guests, Media, etc.)?
- Can the room be served easily without disturbance? (Check location of kitchen, entrance and exit doors in relation to head table, other tables, etc.)
- Bar facilities (if wanted):
- 1. Location/Number
- 2. Arrangements for "by the drink" or "by the bottle"
If the latter, do we pay for any bottle opened?
(Note: If so, remember opened but unused bottles belong to us. Use later for hospitality.) - 3. Selected liquors or complete bar?
- Deadline for room setup
- Are appetizers to be served?
- Firm times for coffee breaks, meal service, reception service
- Points to Cheek Just After Banquet:
- Removal of organization property
- Check for forgotten property
- Claim slides, movies, gavel, etc.
- 12. The Meeting Room(s)
- Number of rooms needed for general sessions and small group sessions
- Are these available?
- Conveniently located?
- Separate air conditioning/heat controls in meeting rooms?
- Size of general meeting room:
- Length
- Width
- Height
- Is this adequate (comfortable) for the group if seated as desired?
- Seating arrangement:
- 1. Schoolroom style, with table
- 2. U-shaped conference table
- 3. Theatre style
- 4. Head table for how many persons?
- Is there space in general meeting room, or just outside, for "coffee-break" service?
- Registration table?
- Is general session room separated from adjoining rooms by:
- Solid wall?
- Sliding panels?
- Accordion panels?
- Can you get noise disturbance from adjoining rooms?
- Has it been tested to be sure?
- Adequate facilities for audio-visual program:
- Front projection
- Rear projection
- Adequate power to handle maximum needs?
- When will principal meeting room be available?
- What is the event immediately preceding ours in the room?
- Scheduled completion?
- Can our equipment be setup the night before a morning meeting?
- (Note: Avoid a tight schedule. If another group has the room from 9:00 A.M.. to 12 noon, and you're due to start at 1:00 P.M.. there is little likelihood the room will be ready for you.)
- Is one room to serve both for general meeting and luncheon or dinner?
- (Note: If "yes" avoid it! particularly if you're expected to recess at a stated time to permit conversion. However, if room is big enough to permit both a meeting and meal setup, make sure table setting is done in advance of meeting and that then will be no table-setting during program.)
- Seating of guests planned?
- Guests at one location, or mixed with others?
- Seating plan(s) designated?
- In the room
- At the registration center
- In advance notices
- Room setup diagram provided
- Points to Check Before Meeting:
- Check room operation
- Seating plan as specified
- Location of additional seats
- Room temperature: optimum heating/ cooling?
- Lectern and light, microphone
- Water provided
- Ash trays, matches, pencils, note pads, paper
- Location of restrooms
- Signs, flags and banners placed correctly
- Special flowers and plants
- Other special facilities
- Direction signs
- Photographer present
- Points to Check After Meeting
- Removal of organization property
- Check for forgotten property
- Billing arrangements
- Take down signs, banners, etc.
- Recovery of films, slides, etc.
- 13. Specific Equipment a Facilities -- Other Than Audio-Visual
- Signs: Registration
- Directional
- Welcome
- List of equipment needed
- Price of equipment to be furnished
- List of equipment to be rented
- Union clearances
- Repair kits (pliers, bulbs, wire)
- Decorations (meet fire regulations)
- Dressing rooms required
- Reproduction equipment
- Garage and parking arrangements
- Other equipment
- Cost of extra equipment or services
- Telephones, number
- Flags, banners
- Photographer
- Radio and TV broadcasting; CCTV
- Rental equipment contact
- 14. Pre-Meeting Audio-Visual Checks
- Acoustics: Clap your hands sharply . . . talk loudly...listen carefully
- Audio: Plug in everything, then test it
- 1. Public address system working?
- 2. Feedback at working level?
- 3. Electrical interference or hum?
- 4. Speaker placement OK?
- 5. Enough PA mikes?
- 6. Mike cords long enough?
- 7. Mike stand heights OK?
- 8. Tape recorder working?
- 9. Recording mike tested?
- Booth or Projection Station -- do you have to erect a stand or move a table? If so, be sure it's sturdy Also:
- 1. High enough to clear heads/hats?
- 2. Wide enough for all equipment?
- 3. Right distance from screen?
- 4. Rigid and level?
- 5. Enough AC electric power?
- 6. Circuit breakers or fuses located?
- 7. Spare fuses/standby circuits ready?
- 8. Enough extension cords or adapters: AC Power? Audio? Remote Control?
- 9. Intercom system tested?
- 10. Signal light or buzzer needed?
- 11. Emergency work light ready?
- Lectern -- Put yourself in the place of dignitaries
- 1. Height comfortable?
- 2. Script light tested?
- 3. Glare eliminated from stage lights or spots?
- 4. Mike placement OK?
- 5. Pointer handy?
- Room lights -- Don't take anything for granted. This is one of the biggest causes of traffic commotion before showings.
- 1. All light switches located, checked and labeled?
- 2. Are power outlets hot when lights are out?
- 3. Is the room dark enough for projection?
- Will people come and go during the presentation?
- Is light from doors prevented from hitting screen?
- Estimate how many people will be in the room and how long you expect the meeting to last
- 1. Will air change sufficiently with doors and windows closed?
- 2. Will the temperature remain comfortable?
- 3. All heating, air conditioning and fan controls tested?
- Screen -- Know exactly what kinds of materials will be projected, then find out whether the existing screen is suitable.
- 1. Large enough?
- 2. Horizontal or square format?
- 3. Surface appropriate for viewing conditions?
- 4. Electrical controls tested?
- 5. Stage curtain controls tested?
- Screen -- Put a typical slide on the screen, then go out and sit where the audience will sit
- 1. Front row no closer than two screen widths?
- 2. Is the picture bright enough for people in the side seats? Is it distorted?
- 3. Will everyone be able to see when seats are filled?
- 4. Correct lenses to fill the screen?
- 5. Vital parts on hand: Lamps? Belts? Fuses? Repair kits?
- 6. Standby equipment ready?
- Equipment -- A breakdown can spoil the show. Be prepared
- 1. Movie Projector:
- 16mm?
- Regular 8mm?
- Super 8mm?
- Tested and working?
- Spare lamp?
- Extension speaker?
- 2. Slide Projector:
- Remote control?
- Remote extension?
- Focus from remote?
- Tested and working?
- Spare lamp?
- 3. Filmstrip Projector:
- Provision for sound?
- Tested and working?
- Remote control?
- Spare lamp?
- 4. Tape recorder:
- Tested and working?
- Built-in speaker?
- Extension speaker?
- 5. Other equipment:
- Easels?
- Blackboards?
- Chalk, eraser?
- 6. AC or DC current?
- 7. Sufficient extension cords of our own to supplement those provided?
- A-V Materials--Inspect everything that's to be used the day before, if possible.
- Right subject and title?
- Sequence in program checked?
- Inspected for cleanliness / condition?
- 1. Films:
- Heads out, wound properly?
- No breaks/tears/weak splices?
- Sound?
- Optical, magnetic or silent?
- Run down to titles?
- Prefocused and framed?
- 2. Slides:
- Sound level determined?
- Mounts compatible and straight?
- No dirt or fingerprints?
- Orientation checked (each slide)?
- Magazines tested for jamming?
- Prefocused and framed?
- 3. Tapes:
- Heads out, wound properly?
- Speed checked?
- Tracks compatible?
- Cued up?
- Playback level determined?
- 4. Everybody posted, checked out and cued:
- All equipment operators?
- Light switch operators?
- Drape and curtain operators?
- Door guards?
- 15. Organization of Exhibits
- Number of exhibits
- Floor plans for each exhibit furnished
- Date of setup and dismantling
- Room assignments and daily rentals
- Booth coverage assignments
- Models and/or sales representatives
- Name of display company
- Directional signs/traffic flow
- Labor charges: electric and carpenter services
- Electrical power, steam, gas, water and waste lines
- Electrical charges
- Partitions, backdrops
- Storage of shipping cases
- Guard services
- Special effects
- Paging system and arrangements
- Badge arrangements
- Drawing for prizes
- Union clearances
- Transportation of material to and from
- Displayed items clean, polished
- 16. Entertainment -
- For Reception, Banquet, Special Events
- Entertainers and orchestra rehearsal for shows
- Music stands provided by orchestra or hotel
- Variety of entertainment program
- Printed program information
- Stage or risers needed
- 17. Promotion of Meeting
- Promotion brochures & leaflets
- News releases
- Other promotional material
- Mailing dates setup
- First Mailing
- Second Mailing
- Third Mailing
- Feed-back and follow-up
- 18. Media Relations
- Is advance release on meeting wanted? If so, date of release
- Advance copies of speeches or presentations wanted? If so, available?
- Media conference for person or item of importance?
- TV interview?
- Radio?
- Newspapers?
- Trade publications?
- Coverage in home-town papers?
- Award winners?
- Coverage for company house organs on award winners?
- Follow-up release on outcome of event?
- 19. Emergency Procedures
- Alternate plan in case of transportation problems
- Back-up personnel in case of illness
- Replacement procedure in case of theft
- Alternate programming in case of of strike
- Emergency exit route
- 20. Miscellaneous
- Baby sitters
- Sight-seeing trips arranged
- Souvenirs, gifts
- Car rentals
- Recreation Medical services
- Lost and found
Chapter 4. Meetings and Events
Table of Contents
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