Trends

Planners are forever making lists to remember the infinite details to make a conference successful. The following is a selection of “must haves” for on-site coordination.

1. Each day have staff keep notes of what works well, what didn’t to review after the event.
2. Hold a daily wrap-up meeting to evaluate and review the arrangements for the following day.
3. Put “in case of emergency, Contact _________” on backs of badges for attendees to fill out. Space for “allergy to medications” is also useful.
4. Take overnight mail tracking numbers on-site.
5. Signs and more signs. People appreciate directional signs with arrows!
6. Take a well stocked first aid kit.
7. For each function, specify meeting staff attire.
8. Have walkie talkies for staff to communicate, especially if using multiple buildings or rooms spread out over a property. Have one extra for hotel staff.
9. Review Master Bill expenses daily and review the final bill before leaving.
10. A chime or school bell works well to advise the group when break time is over.
11. Those with high protein/low carbohydrate diets will appreciate hard-boiled eggs and cheeses, along with the usual continental breakfast items.
12. Bring a rolling cart on-site to move boxes and supplies.
13. Bring a box cutter to open boxes.
14. Bring extra name badge stock and a variety of holder types for on-site.
15. Synchronizing watches can be helpful when managing on-site meeting staff or AV team.
16. Arrange late check-in & late check-out for staff who will be packing up supplies.
17. Advise hotel operators of your extension number and location, so they can transfer calls or have messages delivered.
18. Check lectern light and microphone; provide water without ice (which constricts throat muscles) for speaker.
    

This list is by no means complete. These are just a few suggestions that planners use. For more information, feel free to contact one of our MU Conference Coordinators.