Agenda and checklist for conference coordination
From enquiry to completed event
Use this template as a checklist when you plan a meeting or conference, so nothing is forgotten along the way.
§Upon request
- 01Number of participants and date/duration
- 02Purpose of the meeting (internal meeting, course, conference)
- 03Desired room setup (theater, horseshoe, U-shape, cafeteria)
- 04Budget and any special wishes
§Upon confirmation
- 01Send written confirmation with date time location and price
- 02Confirm catering — coffee, lunch, dinner, special diets
- 03Confirm technical equipment — projector, sound, microphone, wifi
- 04Arrange a fixed contact person at the customer's and at your end
§In the week up to
| Responsible | Assignment |
|---|---|
| Reception/koordinator | Confirm participant number and final changes |
| Kitchen | Prepare refreshments according to the confirmed list |
| Cleaning | Prepare the room according to agreed setup |
| Technical staff | Test the projector, sound and internet connection |
§On the day
- 01Welcome the participants and guide to the room
- 02Keep an eye on the timetable and catering timing
- 03Be ready to solve acute problems (technical, extra chairs, changes)
§After the event, an invoice is sent and follow-up on customer satisfaction takes place as part of good follow-up.
- 01Send invoice with correct number of participants and consumption
- 02Follow up with the customer — ask about satisfaction and any improvements
- 03Note experiences for use at the next similar event