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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!