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› Conferences › How to plan a conference and event › - Easy tools › Things to remember
Conference & Events Preparation Checklist
This check list will help you to achieve an EASY function.
6 months prior and before
• Translation needs
• Phonelines or such
- Caterings (coffee breaks, lunch, reception, dinner, etc)
- Accommodation needs
- Room needs (singles, doubles)
- Are there VIP’s or speakers who would need upgrades
- Request for proposal from venues suitable and make siteinspections
- You can make Request for a proposal to Reval Hotel from „xxxxx-link to RFP”
- Review RFPs and select most suitable venue
- Confirm your booking
- Notify attendees
3 months prior
- Check number of attendees and update this information to your contact person
5 weeks prior
- Confirm catering, room setups and supplies in writing with any other details or requirements
- Inform your attendees of the agenda and the timing for the meeting and other activities
- Check amenities and confirm with your contact at hotel
- Update the number of attendees to hotel
3 weeks prior
- Submit rooming list to the hotel
- Room distribution list for accommodation reserved
- VIP’s specified
- Check all the details of your conference booking
- Number of attendees and setups
- Catering
- Supplies (technical requirements, etc)
- Any other details
At arrival
- Arrive on time at the venue (1/2 – 1 hour before)
- Review the details of your booking with your contact person for the day
- With your contact walk around and review the facilities needed during your event
- List the persons allowed to make charges to the master bill
During your event
- Communicate with your contact person during your event. Keep them updated.
At time of departure
- Give your contact feedback - what went well and what areas could be improved!
For information about our economy class
Reval Inn hotels, please visit www.revalinn.com