Onsite Logistics: Prior To Start of Conference

Onsite logistics are the backbone of a successful event, and careful planning in the days leading up to your conference is essential to ensure seamless execution on event day. Arriving at the venue at least one day in advance allows you to oversee critical setup activities, conduct final walkthroughs, and align your team for a smooth start. This is the time to review your event plan, confirm that all logistics are working properly, and address any last-minute concerns with vendors, catering, and venue staff.

Clear communication is key—make sure every stakeholder, from registration staff to audiovisual technicians, understands their roles and responsibilities. Create a detailed timeline that outlines each step of the setup process, and hold a pre-con meeting with venue staff and key players to review the plan and resolve outstanding action items. This meeting is your opportunity to ensure everyone is on the same page and to identify any potential issues before attendees arrive.

Supervise the setup of the exhibit hall, meeting rooms, and décor to create an engaging environment for your attendees. If necessary, conduct staff orientation and training sessions so your team is prepared to provide excellent support throughout the event. Review all outstanding action items with venue staff and vendors, and take corrective action as needed to address any concerns. By involving all stakeholders and maintaining open lines of communication, you can ensure that every detail is accounted for and that your event is set up for success.

Onsite Logistics Overview:  Prior To the Start of the Conference

Arrive at least one day prior to the conference to handle any pre-event coordination, including organizing spaces and resources to ensure everything is ready for the event (add additional days into your contract for larger events requiring more set up time)

Walk through the venue and locate:

• Exhibit Space
• Staff Office
• Audio Visual Office and storage space
• VIP Green room
• Speaker ready room
• Business Center and/or office supply store
• Nursing Rooms
• Cash machine
• Restaurants/coffee shops

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

Check on any VIP arrangements

• 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. This meeting is essential for defining objectives, responsibilities, and expectations, as well as clearly defining the roles of all participants.

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

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, and ensuring all charges are properly assigned to the master account

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)

• Review contracts with all suppliers and vendors to confirm terms and obligations

Security needs

Transportation needs

Décor needs

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

It is essential that all relevant parties involved in the event are present at the pre-con to ensure clear communication, coordination, and comprehensive coverage of event logistics.

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
• Prepare all necessary materials and documentation for review
• 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
• Test audiovisual and IT equipment to ensure everything is working properly before the event
• Awareness of any planned offsite events happening during your 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, are they comfortable, and are the needs of guests being considered to enhance their experience?
• 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 your banquet event order
• Request headcounts at each meal function to create a history of actual attendees served and track how many people actually attend each session
• 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.
• Manage logistics throughout the event to ensure smooth operations
• Actively manage virtual events and hybrid platforms if applicable
• Monitor progress on all setup and event tasks to stay on schedule
• Facilitate networking opportunities during breaks and meals
• Create engaging activities or experiences, such as interactive sessions or gamified elements
• Ensure video equipment and streaming services are set up and tested for virtual or hybrid events
• Coordinate with suppliers for timely deliveries and services
• Prepare and distribute swag bags to attendees as part of the event experience
• 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

• 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:

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.

• Treat the pre-con like your event dress rehearsal—bring your BEOs, contact lists, and any last-minute updates.
• Pack comfortable shoes—you'll walk miles in the first day alone.
• Build relationships with venue staff early. A little kindness goes a long way in smoothing last-minute hiccups.
• Keep daily logs of service issues or additions to help with final bill reviews and post-event negotiations.
• Bring notecards to leave thank-yous for standout venue team members—they'll remember you next time.

Evaluating Event Success

Evaluating the success of your event is a vital part of the event planning process, providing valuable insights that inform future events and help you achieve your objectives. Start by using event management software to streamline event logistics and gather real-time updates on key metrics such as attendance, registration, and session participation. This data-driven approach allows you to accurately assess whether your event met its goals and stayed within budget.

Gathering feedback from attendees, guest speakers, and sponsors is equally important. Post-event surveys and informal conversations can reveal what worked well and highlight areas for improvement, from catering and transportation to the overall attendee experience. Review your event budget by comparing projected costs to actual expenses, identifying opportunities for cost savings and more effective budgeting in the future.

Assess the effectiveness of your event’s marketing and promotion efforts, including social media engagement and press coverage, to determine how well you reached your target audience. Don’t forget to review your contingency plan—evaluate how well your team responded to unexpected challenges and what adjustments could be made for future events.

By carefully reviewing all aspects of your event, you can create a comprehensive picture of its success and identify actionable steps to enhance your planning process. Whether your next event is in person, virtual, or hybrid, these insights will help you streamline event logistics, improve attendee experience, and ensure even greater success for your future events.