Checklist: Onsite Function Management
This checklist was adapted from the AMA Guide for Meeting and
Event Planners by Catherine Price (AMACOM, New York) and revised
by IABC staff
BEFORE THE MEETING
q
Check-in the day before the meeting to ensure all shipments arrived,
and arrange for delivery of equipment/supplies to appropriate onsite
locations
q
Follow up on equipment deliveries to proper areas (registration,
display area, function room, etc.)
q
Conduct pre-con meeting with hotel or facility staff, and provide
local telephone number where they can reach you
q
Provide updates on attendee counts and guarantees to hotel and outside
suppliers (guarantees are usually required 72 hours in advance of
function)
q
Contact other suppliers (ground transportation, audiovisual company,
florist, caterer, etc.) to confirm details of service and provide
local telephone number where they can reach you
q
Conduct briefings for registration staff, door monitors, greeters,
and other personnel for the meeting, both paid and volunteer
q
Set up registration area and oversee setup of other areas
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Coordinate distribution of VIP gifts to speakers, volunteers, etc.
q
Check cleanliness and proper functioning of elevators, rest rooms
and other public facilities
q
Handle advance room check-in and registration for VIPs and key meeting
participants, such as speakers
q
Identify resources near the hotel (photocopying center, office supplies)
DURING THE FUNCTION
q
Check hotel reader board for accuracy
q
Meet with key hotel, audiovisual and meeting staff, and make note
of their names/contact information and how to contact them for urgent
needs
q
Check each meeting room for accurate setup 30 to 60 minutes prior
to the start of the function. (Do microphones and audiovisual equipment
function properly? Is their water service? Are session
materials ready for distribution? Are evaluation forms set
out?) Allot more time before a major session.
q
Check all food and beverage areas for readiness and accuracy 30
to 60 minutes prior to function. Allot more time before a
special event, such as an awards banquet.
q
Remove cash from safety deposit box and set up cash boxes for registration
workers
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As large amounts of registration income are received, balance cash
against registration records and place in safety deposit box or
local bank account
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Conduct personnel check-in to ensure all have arrived and are at
assigned areas.
q
Provide personnel with items needed for daily activities, such as
evaluation forms
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Check to be sure all speakers have arrived and will be at their
appropriate sessions on time
q
Assign staff to conduct and record attendee counts at function or
meetings
q
Review charges from hotel and suppliers
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Obtain a daily printout of guest rooms used by your group
AFTER THE MEETING OR FUNCTION
q
Have all cash transferred to your chapter's or district's bank account,
or request a cashier's check for safe transport home
q
Prepare thank-you notes for hotel staff and suppliers, and distribute
gratuities as appropriate
q
Conduct a post-conference meeting with event and hotel staff
q
Pack all conference materials and equipment for return shipment
home; arrange for shipping
q
Inventory all equipment rented locally, and supervise supplier pick-up
q
Review final bill with accounting, and make required payments on
uncontested portion of bill
Notes:
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