February 01, 1999
Meetings & Conventions: Planner's Portfolio February 1999 Current Issue
February 1999 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled in part from the AMA Guide for Meeting and Event Planners by Catherine Price, © 1989, AMACOM, a division of the American Management Association.


  • Design registration form.
  • Specify exact dates of meeting/conference/convention.
  • Specify place and address.
  • Detail registration fees (include cancellation policy, early registration discount, exhibitor vs. member fee, guest registration, special events fees, etc.).
  • Obtain attendee profile (name, address, telephone number, fax number, e-mail address).
  • Obtain company affiliation and title.
  • Request badge information (nickname, if preferred).
  • Request emergency contact.
  • Request member status (exhibitor, supplier, non-member, media, complimentary, etc.).
  • Request companion, guest or spouse information.
  • Request ADA requirements.
  • List meeting hotels and rates.
  • Ask for room preference (suite, single, double, smoking/nonsmoking, ADA accessible).
  • List pre- and post-meeting days that can be booked at hotel group rate.
  • Request arrival and departure dates.
  • List any seminars that require registration.
  • List any optional activities that require registration (golf, tennis, special sightseeing tours), and include fees.
  • Require payment information. For credit cards, ask for expiration date, cardholder’s name and billing address.
  • Provide address where completed form should be returned to; include phone and fax numbers.

  • Is space sufficient for table/booth setup?
  • Is the location a major traffic area for other hotel guests?
  • Can registration setup remain in the same location for the duration of meeting? If not, consider other areas to avoid confusion.
  • Is space adequate should lines form at peak hours?
  • Are rest rooms nearby?
  • Is lighting/ventilation adequate?
  • Can signage be placed in a visible location?
  • Does the area meet ADA requirements?
  • Are electrical outlets adequate for computers and other electronic equipment?
  • Are adequate telephone jacks available?
  • Is a secure storage area nearby for registration materials?

  • Before the registration desk opens, familiarize all registration personnel, including volunteers, with registration materials, handouts and procedures.
  • Provide a list of VIPs, speakers and media to registration desk personnel.
  • Large or multiple boxes of the same size should be packed on pallets to ensure greater ease in handling.
  • Designate registration supervisors.
  • Make sure signage is in place and visible.
  • Provide updated pre-registration list to each employee.
  • Provide each registration employee with a complete list of seminars and optional activities.
  • Check that computers, printers, fax and badge machines are functioning properly.
  • Provide cash deposit boxes, credit card machines and calculators.
  • Alphabetize or code attendee packets for easy access.
  • Stock ample office supplies (tape, pens, telephone message pads, badge holders, paper clips, notepads, etc.)
  • Provide sign-up sheets for functions/events, such as banquet seating.
  • Provide function/event tickets.
  • Establish a filing system for on-site registration, and be sure all registration personnel understand the system.

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