June 01, 2002
Meetings & Conventions: Planner's Portfolio June 2002 Current Issue
June 2002 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Gwen H. Wilson, marketing manager, LMG Inc., 2350 Investors Row, Orlando, Fla. 32837


  • What is the nature of the event (i.e., awards presentation, new product launch, motivational speech)?
  • What kind of A/V does each presenter require (computer projection, graphics, slides, audio, etc.)?
  • Does any of the media material need to be produced?
  • Are any presenters bringing their own equipment?
  • If the program includes entertainment, will the performers have A/V needs such as special sets or lighting?
  • Is the meeting venue supplying any equipment (podiums, microphones, etc.)?
  • What is the A/V budget?

  • What is the room capacity?
  • Can the venue accommodate the event’s A/V needs?
  • What are the height, width and depth of the stage?
  • Will the audience have an unobstructed view of the stage, screen or monitor?
  • Is there sufficient electrical power?
  • Is the ceiling height adequate for projectors?
  • Is there a built-in sound system?
  • Will noise bleed through from adjoining rooms?
  • Is lighting adequate for those taking notes?
  • Is there an adequate number of computer hookups?
  • Does the room have a projection booth?
  • Is there on-site truck parking?
  • Is storage space adequate? Will it be available for the group’s exclusive use for the duration of the event?
  • Is security provided for the duration of the event?
  • Can a speaker preparation area be provided?

  • Communicate the purpose of the event.
  • Provide audience size (large groups require image magnification and more powerful audio systems).
  • Provide a list of all event details, including date, location, any restrictions on room access, and the venue contact.
  • Provide the dimensions of the event room, and arrange a date for the A/V supplier to inspect the site.
  • If the event will be themed, indicate whether any media elements, such as slides and graphics, should tie in to the theme.
  • Indicate if there will be a question-and-answer session.
  • Advise the supplier if the event is to be taped.
  • Advise if the event will include any pyrotechnic displays that require fire marshaling.
  • If any entertainer’s A/V needs are to be provided, specify rehearsal times and the number of rehearsals involved in order to determine labor costs.
  • Set a response deadline.

  • Does the company just rent equipment or provide production services as well?
  • How are costs calculated? Does the price include rehearsals, insurance, security, labor rates, local and state taxes, and union considerations?
  • What are the load-in and load-out requirements?
  • What is the cancellation policy?
  • What support will be provided for maintenance problems?
  • Will a technical director be assigned to handle the event from planning to execution?
  • Who is responsible for lost, damaged or stolen equipment?
  • Can last-minute equipment demands be met? What are the additional costs?
  • Can tapes of the event be mass-produced for distribution?
  • Ask for at least three client references with similar events.

  • Back to Current Issue index
    M&C Home Page
    Current Issue | Events Calendar | Newsline | Incentive News | Meetings Market Report
    Editorial Libraries | CVB Links | Reader Survey | Hot Dates | Contact M&C