On-Site Logistics

April 2010

Registration confirmation Confirm with Speakers & Entertainment Arrange for Pre- Event Meeting Finalize Transportation Needs Contact Vendors & Suppliers Create Event Binder Create Name Badges

Creating Evaluation Forms Schedule Volunteers Pack Mobile Office Materials for the Event Shipping Choosing a Customs Broker- for out of Country Shipping

Event Day
Rehearsal Registration and check-in area On-site management- staff & volunteers, inspect meeting rooms Contingency plan -plan for emergencies natural disasters, threat of terrorism, boxes not arriving on time etc.

 Develop an emergency plan Review insurance coverage Hire emergency medical technicians Communicate safety information to attendees include also in registration packages Stock your office with emergency gear- first aid, radio, attendee list with emergency contacts.

After the Event

Pay the bills Debriefing meeting Thank you s Evaluation Final report

Final Report Include

Event name, dates & location Goals & objectives- defined vision Number of participants-paid Number of participants complimentary, VIPS, sponsors, staff, cancellations
Facility report with # of rooms, food & beverage Evaluation summation Conclusions from debriefing meeting Copies of all marketing material Copies of hand-outs & agendas Timelines & checklists Budget estimates

 Budget estimates List of all volunteers and staff Evaluations Copies of all invoices

Record your suppliers, include phone number, key information 7 any evaluation you have of them. You may want to use them again