Onsite Logistics:  Prior To Start of Conference

Arrive at least one day prior to the conference to handle any pre-event coordination (add additional days into your contract for larger events requiring more set up time)

Walk through the venue and locate:

• Session rooms
• General Session rooms
• Exhibit Space
• Registration area
• Staff Office
• Audio Visual Office and storage space
• VIP Green room
• Speaker ready room
• Storage room
• Business Center and/or office supply store
• Nearest house phone
• Restrooms
• Nursing Rooms
• Cash machine
• Elevators
• Restaurants/coffee shops
• Signage set up locations

Identify and introduce yourself to outsourced and venue staff you have not met

Check on any VIP arrangements

Locate, have delivered and unpack any materials shipped to the venue

Set up the registration area (see Onsite Registration Checklist)

Conduct staff orientation and training, if necessary

• Supervise set-up of A/V, meeting room arrangements and décor
• Schedule speaker rehearsals (if not already done previously)
• Check conference signage accuracy of information and proper placement
• Conduct pre-con meeting with venue staff and key players

The Pre-Conference Meeting

The pre-conference meeting (pre-con) is conducted onsite by the site staff responsible for the execution of the conference. The pre-con usually takes place a day or two before the event, and will cover all of the event details in-depth. 

In order to create the event resume, which includes the details of the entire event, the site will need to have received the following from you prior to the pre-con:

Final agenda

Description of the conference, audience and host group

Updated rooming list, including:

• List of who should be placed in comp, upgraded or ADA compliant rooms
• Billing information, including who pays for lodging, tax and incidentals
• VIP arrival/departure dates and times

Amenity deliveries

Food and beverage selections, detailing set-up and serving time, plus initial guarantee

Allergies or dietary requirements of your attendees and staff

List of vendors helping to execute the event (especially those hired from outside the venue)

Audiovisual needs

List of authorized decision makers and approved signers to the master account

Security needs

Transportation needs

Décor needs

Exhibitor set up information

Shipping and receiving plans

Banners and signage information

Hours of operation for registration area and/or your office

The pre-con will typically be attended by:

• Conference planner 
• Convention Services Manager
• Sales Manager
• Registration supervisor
• Critical vendors, such as transportation, decorators and production company
• Reservations
• Housekeeping
• Front Desk Manager
• Banquets
• Audiovisual/IT 
• Security

Things to bring to the pre-con:

• Meeting planner’s kit
• Any last minute questions
• Business cards
• Contact information for yourself, your onsite team and your hired vendors during the conference (cell phone
• List of final changes
• Submitted Banquet Event orders for final review onsite

At the pre-con, you can expect:

• Introductions
• Overviews of the conference, host organization and agenda
• Review of the conference resume
• Final changes
• Exchange of contact information
• Detailed review of plans day-by-day with convention services, catering, exhibits and audiovisual and transportation
• Awareness of any planned offsite events happening during your conference
  

Onsite Logistics:  During Conference

• Place signage each day and ensure hotel reader boards are accurate
• Check room set-ups one hour prior to meeting start time to ensure they have been set per your request
• If possible, have rooms set the evening prior to your start day 
• Check all audiovisual equipment prior to meeting start time to make sure it is working properly
• Plan a dry run the day before your General Session and involve any key players necessary
• Check room temperatures – adjust if necessary
• View the meeting rooms through the eyes of an attendee. Can they see and hear, and are they comfortable?
• Make sure all presenters are in their meeting rooms at least 20 minutes prior to start time
• Ensure all décor and food and beverage are delivered on time and consist of selected items; it is standard practice for food and beverage to be set out 15 minutes prior to the time listed on you banquet event order
• Request headcounts at each meal function to create a history of actual attendees served
• Review and sign banquet checks at the end of each break or meal
• Verify that arrangements are in place for the next meal, session, activity, etc.
• Conduct staff and client briefings
• Create a daily timeline listing your team members and their onsite duties
• If using volunteers or additional hired staff make sure they are at their designated posts on time
• Check in with any outside vendors to be sure they are on schedule for deliveries, transportation, pick-ups, etc.
• Troubleshoot any situations as they arise
• Incorporate end of day wrap up meetings with key players to discuss the day and what to expect in the following days
• Make a list of service issues, complaints and concerns for later negotiations and post-conference meetings
• Distribute and collect evaluations
• Review daily lodging no-show and pick-up lists from the venue
• Sign off on audiovisual checks each day
  

Onsite Logistics:  Following the Conference

• Conduct or schedule a post-conference meeting with the venue and client
• At the end of the conference, collect any materials you wish to save or donate to a local charity
• Pack and ship materials 
• Check in with venue contact before you depart
• Handle any vendor and staff tipping
  

Tips on tipping:

Be clear on the venue’s policy on tipping.  Understand who the recipients are of any contracted gratuities and service fees. 

Consider giving gratuities or bonuses to:

• Banquet and bar staff
• Concierge, front desk and bell staff
• Audiovisual technicians
• Housekeeping
• Shipping and receiving staff
• Convention Services Manager or key onsite contact 

If you wish to tip individuals who are particularly helpful to you, start a list by writing down the names and departments of those people. At the end of the conference, assign a dollar amount per person based on your budget. You can then hand out gratuities to those staff that made your life easier onsite.

Request a cash advance against your master bill for gratuities.

Ask the venue to provide you with blank note cards if you have time to write handwritten notes to the recipients.

You may also consider giving leftover T-shirts, tote bags or other goodies from the conference instead of cash.