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Things to remember

This check list will help you to achieve an EASY function.

6 months prior and before

Determine the purpose and objectives for your meeting

Find suitable destination and venue options to fullfil your purpose and needs

Determine:

Conference needs

Facilities

Function room

Additional facilities, such as breakout rooms, offices, storage, etc.

Supplies

                • Technical equipment
                • 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!