by Lisa Grimaldi | August 01, 2004

The following checklist was compiled with the help of Esther Eagles, president of South Orange, N.J.-based Eagles Talent Connection, Inc. (973) 313-9800;

Travel Arrangements

  • Have the presenters’ arrival and departure times been confirmed?
  • Have their airport pick-ups and ground transportation been confirmed?
  • Has a greeter been instructed to meet the presenters upon their arrival at the hotel?

  • Room Arrangements

  • Are the presenters’ sleeping room reservations in order?
  • Have the presenters been registered? Are their room keys ready and waiting?
  • Have the presenters’ room and meal charges been confirmed on the master account?
  • Have welcome gifts (i.e., fruit basket, cheese platter, mineral water) been placed in the presenters’ rooms in advance?

  • Pre-Program logistics

  • Have the presenters been introduced to other key people at the meeting (i.e., the CEO, VIPs, emcee, room monitor, etc.)?
  • Has a list been compiled of meals and social/recreational/ business functions presenters are invited to attend?
  • Have the presenters’ spouses or traveling companions been included in the invitations?
  • Has someone been scheduled to escort presenters to and from meals and social/recreational/business functions?
  • Have presenters been given the appropriate tickets, coupons and passes to these events?
  • Has a handy contact list been provided to the presenters? (Include planning staff, A/V technicians, the banquet and convention services managers, security, etc.) 
  • Is the emcee prepared to introduce the presenters?

  • Room Setup

  • Have A/V and other technical needs been taken care of?
  • Does the room monitor have an extra copy of the presenters’ introductions?
  • Will presenters be using handouts? If so, does the planning staff know where the handouts are and how they will be distributed?
  • If presenters are offering products for sale (books, tapes, etc.), have appropriate arrangements been made for order-taking and fulfillment?
  • Will evaluation forms be used at the presenters’ sessions? If so, how will these forms be handled?

  • Presenters’ Prep

  • Have speakers been briefed on key aspects of the meeting, such as its purpose, theme, audience, etc.?
  • Have presenters been informed of the starting times of their programs, as well as when they are expected to finish?
  • Has everyone in the organization who needs to speak with presenters before their program done so?
  • Has a convenient time been scheduled for the presenters to see their meeting room and stage setups?
  • Have presenters done a sound check and tested all the other technical equipment?
  • Have presenters been asked if they need a room in which to rehearse? If they do, have times and places been arranged? 
  • If there is a speakers’ ready room, have presenters been told its location?

  • Post-program details

  • Is the balance of the presenters’ fees (checks in envelopes) ready for distribution right after their program?
  • Has it been determined who is responsible for the checks and who will give them to the presenters?
  • Has presenters’ transportation back to the airport been arranged and confirmed?
  • Notes: