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; www.eaglestalent.com
Travel ArrangementsHave 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?
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?
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?
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?
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
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?