The week of the conference, it is important to check the facilities and ensure that all contract details have been attended to. You should (if possible) visit the venue site so that you can review the following details:
• Have the meeting rooms been correctly sign posted to ensure attendees clearly know where to go?
• Are the rooms arranged as requested?
• If required are seating charts available?
• Are rooms ready with water jugs, glasses, stationary (if required)
• Have lighting and electrical needs been checked?
• Are podiums and microphones in place?
• Is the audio visual equipment ready?
• If technical support is necessary for equipment, have they been issued schedule and program updates?
• Are all sundries ready (giveaways, door prizes etc…)
• Is necessary paperwork in place relating to vendor access and permissions?
• Are parking accommodations ready? If transportation from airports is being provided by the conference facility, have these accommodations been confirmed?
• Has the registration area been prepped and decorated as specified?