Convention and Tradeshow Checklist
Use our checklist as a guide to keep your meeting on track.
1-5 Years Prior to Meeting
- Obtain previous group history, program, attendance and hotel rooms used
- Contact Boise Centre Marketing & Sales Manager. Provide convention/meeting specifications
- Determine hotel and/or facility bid assistance
- Estimated attendance
- Number sleeping rooms/type per night
- Suite requirements
- Exhibit requirements
- Meeting and display space requirements
- Probable planned meal functions
- Parking
- Registration area
- Conference office
- Request proposal for hotel block
- Select hotel and/or facility
- Confirm hotel room block/meeting space contracts
- Complete Boise Centre contract
- Announce dates as soon as confirmed
- Set date for conference registration deadline
- Establish hotel registration cut-off date
- Establish cancellation policy for attendees
- Establish deposit policy for attendees
- Establish overall meeting theme
- Prepare mailing and email lists
- Link convention website to boisecentre.com
- Request weblink to hotel for group reservations
- Obtain media kit from Boise Centre Marketing & Sales Department
- Design website, brochures, registration packets and name tags
- Determine sponsorship opportunities
1 Year Prior to Meeting
- Review contract for deadlines, including payment of deposits
- Determine overall budget for meals, audio visual, etc.
- Breakfast
- Lunch
- Banquet
- Breaks – refreshments
- Reception – hors d’oeuvres
- Bar hosted or cash bar
- Determine room set-up
- Determine theme
- Select and confirm speakers
- Outline specific programs
- Secure entertainment
- Extra-curricular events
- Guest/spouse programs
- Recreation activities
- Local attractions
- Determine transportation needs
- Submit floor plan requirements to the Boise Centre Event Manager
- Secure buses for tours/off-site functions
- Determine network and internet service requirements
- Provide certificate of liability/insurance to Boise Centre
4-6 MONTHS PRIOR TO MEETING
- Make menu selections
- Discuss prices and billing
- Review all space requirements
- Meeting rooms
- Exhibit area
- Registration area
- Parking
- Conference office
- Organize registration personnel
- Contact or secure decorator
- Plan decorations
- Contact exhibits/tradeshow contractor
- Review contracts for deadlines (registration cut-off, meal guarantees, etc.)
6 Weeks Prior to Meeting
- Set schedule of events
- Finalize program schedule
- Review attendance estimate
- Make final room rental payment
- Complete & finalize menu selection
- Make bar arrangements (host or no host)
- Banquet set-ups specified
- Meeting set-ups specified
- Determine equipment and audio visual needs
- Determine need for signs/banners
- Determine message needs for Boise Centre digital signs
- Review hotel room blocks
- Secure and schedule photographer
- Coordinate printing of program/handouts
30 Days Prior to Meeting
- Submit final agenda to the Boise Centre Event Manager
- Reconfirm speakers for conference
- Review Boise Centre Use Permit checklist
- Review tentative meal/meeting numbers
- Review conference needs with Boise Centre
- Confirm schedules/meeting needs
- Review hotel room block
- Confirm shuttles/transportation (if Needed)
- Finalize room sets and A/V (if needed)
5 Business Days Prior to Meeting
- Discuss any changes or additions with Boise Centre Event Manager
- Meal guarantees (5 business days prior to meeting)
Day of Meeting
- Registration personnel should arrive at registration site at least 1 hour before registration begins
- Arrive at least 1 hour prior to actual meeting time to check last minute details
- Be available for your participants’ needs and to act as liaison with your Boise Centre contact
POST MEETING
- Review final bill and make payment
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Critique the conference