Meetings & Conventions: Planner's PortfolioAugust
BY CHERYL-ANNE STURKEN
EVALUATING THE MEETING
The following checklist was compiled in part from
Meetings & Conventions: A Planning Guide by Dr. Don MacLaurin
and Ted Wykes, Meeting Professionals International Canadian
Council, Toronto, Ontario, Canada © 1997
OVERALL EVALUATIONHow efficient was the event registration process?Was on-site registration handled efficiently?Did the program stay within budget?Was the room block filled?Were meal guarantees accurate and breaks on time?Was signage well anticipated and well placed?Were the floral decorations fresh and well placed, and did they
meet expectations?Were the meeting room setups correct?Were speakers on time and in the right meeting rooms?Did audiovisual equipment function properly?Were transportation arrangements adequate?Were themed events appropriate?Were social activities, special events and entertainment well
attended and well received?
PROGRAM CONTENT AND ATTENDANCEHow soon after the first mailing did registrations for the
event start coming in?Did attendance grow over the previous year, or was it on par
with or lower than similar meetings?How well attended were the individual sessions?Did attendees arrive on time, and did they stay until the end
of the sessions?Was attendance higher at social events?Were speakers engaging, interesting, informative and well
prepared?Were session topics relevant to the meeting?Did speakers have an adequate number of handouts?Were the speakers well received by the audience?Was enough food served, and was it well received?Was there enough time to view the exhibits?At what times did attendees visit the exhibition?Did visits coincide with promotional activities?Were giveaways and promotional activities well received?Was the location of the exhibition convenient to the meeting
location?Were exhibits educational and pertinent to attendees?Were sponsors clearly identified?Was parking adequate?
REGISTRATION AND STAFFINGHow efficient was the event registration process?Were staff members well briefed on their assignments?Were staff encouraged to talk to and listen to attendees for
feedback and to note comments?Was a post-conference meeting held with members of the hotel
staff to collect evaluations?Did identified VIPs receive the appropriate level of
service?Did attendees have problems unrelated to the program?Were staff members calm during mishaps or emergencies, and did
they respond well to attendees’ concerns?Were volunteers knowledgeable of their assignments, on time,
helpful and courteous?Was there a volunteer appreciation event? If so, was it well
received?Was security well placed, visible and professional?
EXHIBITOR EVALUATIONDescribe attendance/traffic on each day of the exhibition.How interested in the exhibits did attendees seem?Were attendees qualified buyers?How were the services furnished by hall or show management
rated?Was there adequate time for booth setup and take down?
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