Checklist for Preparing an In-Person Meeting
Hello. Last March 28 was a time everyone will remember. It was our first in-person meeting in three years, since before COVID. Having gone so long without one, I learned that hosting a venue takes more miscellaneous preparation than I expected.
We’ll hold another in-person meeting like this at some point, so drawing on this experience, I put together a checklist for preparing one. (The next host might end up being me again… oops, better not jinx it!)
Before the Meeting
A list of tasks worth doing before the meeting. It includes work the Planning Sub-group should handle.
- Set the date and time of the meeting
- Recruit speakers
- Collect advance registrations — a Google Form is recommended (to gauge how large a venue you’ll need and to collect information needed for building access)
- Check the visitor access procedure and pre-register visitors if required
- Check visitor parking arrangements
- Check whether visitors may bring electronic devices
- Check what wireless internet is available to visitors
- Prepare name badges for attendees (so names and affiliations are easy to recognize)
- Prepare venue guidance slides
- Send a guidance email about visiting the venue
- Check the venue and confirm equipment (desks, chairs, speaker laptop, microphone, sound system, projector, laser pointer, etc.)
- Prepare a budget for refreshments and giveaways if needed
Day of the Meeting
A list of tasks to complete on the day of the meeting, before it starts.
- Put up event signage (to guide other employees nearby)
- Check the microphone, sound system, and projector setup and connections
- Prepare the presentation laptop
- Set up the venue, adding chairs if needed
- Post Wi-Fi instructions (print them out and place them in the venue)
- Set up a table for handing out name badges
- Prepare refreshments if needed
- Have company introduction materials on hand if needed
- Guide attendees in and direct them to their seats
After the Event
A list of tasks to complete after the event ends.
- Guide attendees out (returning visitor badges, settling parking)
- Take down event signage
- Tidy up the venue
That covers the memorable points I’ve drawn on to put together this checklist. I hope it helps with preparing future events. If I learn anything new from a future event, I’ll update the list again.
Thank you.