On-Site Checklist

	MEETING PLANNER'S ON-SITE CHECKLIST
	Hotel Room Arrangements
	Are room arrangements for conference guests in order?
	Are VIP's rooms ready, with welcoming gifts pre-set in room?
	Travel Arrangements
	Have you confirmed speaker's arrival and departure times?
	Have you arranged for airport pickup and/or ground transportation for the speaker?
	Have you arranged for airport pickup and/or ground transportation for VIPs?
	Pre-Program Arrangements
	Have you extended an invitation to the speaker and conference VIPs to attend meals, mixers, and recreational events occurring as part of the conference? Do they have a printed schedule of these events?
	Have you introduced the speaker to other key people at the conference, including VIPs, technical support staff, etc.?
	Presentation Room Set-Up
	Is the room properly set up with needed A/V equipment and lighting?
	Do you have phone numbers available to quickly contact:
	A/V Specialist___________________________________________
	Catering Manager________________________________________
	Security________________________________________________
	Other:__________________________________________________
	Has someone been assigned to introduce the speaker? Does the introducer have the speaker's introduction prepared?
	If the speaker is using handouts, are they collated and ready to give to participants? Is someone assigned to do this?
	If the speaker is offering books or tapes for sale, have you made arrangements to assist with this?
	If you plan on using evaluation forms for the presentation, are they printed and ready to hand to participants? Who will do this?
	Preparation Assistance for the Speaker
	Have you scheduled a time for the speaker to see the room set-up, test A/V equipment, and rehearse?
	Have you confirmed the time of the presentation with the speaker and when you expect him/her to be available to begin?
	Post-Conference Arrangements
	Do you have a check for the balance of the speaker's fee ready to hand to him/her at the end of the presentation? Do you have someone assigned to give it to the speaker?
	Have you confirmed transportation arrangements back to the airport for the speaker and VIPs?
	Copyright 2003, Sumerlin Enterprises.
	Terry L. Sumerlin, owner of J.B.'s Barber Shop in San Antonio, Texas, is known as "The Barber-osopher," and appears nationally as a humorist and motivational speaker.
	Permission is granted for you to copy this article for distribution as long as the above copyright and contact information is included. Please reference or include a link to www.barber-osophy.com.

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