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
  • Critique the conference