Checklist: Onsite Function Management
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This checklist was adapted from the AMA Guide for Meeting and Event Planners by Catherine Price
(AMACOM, New York) and revised by IABC staff
 Before the meeting
o Check-in the day before the meeting to ensure all shipments arrived,
and arrange for delivery of equipment/supplies to appropriate onsite
locations
o Follow up on equipment deliveries to proper areas
o Conduct pre-con meeting with hotel or facility staff, and provide local
telephone number where they can reach you
o Provide updates on attendee counts and guarantees to hotel and
outside suppliers
o Contact other suppliers (ground transportation, audiovisual company,
florist, caterer, etc.) to confirm details of service and provide local
telephone number where they can reach you
o Conduct briefings for registration staff, door monitors, greeters, and
other personnel for the meeting, both paid and volunteer
o Set up registration area and oversee setup of other areas
o Coordinate distribution of VIP gifts to speakers, volunteers, etc.
o Check cleanliness and proper functioning of elevators, rest rooms and
other public facilities
o Handle advance room check-in and registration for VIPs and key
meeting participants, such as speakers
 During the event
o Check venue signage for accuracy
o Meet with key venue, audiovisual and meeting staff, and make note of
their names/contact information and how to contact them for urgent
needs
o Check each meeting room for accurate setup 30 to 60 minutes prior to
the start of the function.
 Do microphones and audiovisual equipment function properly?
 Is their water service?
 Are session materials ready for distribution?
 Are evaluation forms set out?
o Check all food and beverage areas for readiness and accuracy 30 to 60
minutes prior to function.
o Remove cash from safety deposit box and set up cash boxes for
registration workers
© 2014 IABC
1
Last updated: May 2014
o As large amounts of registration income are received, balance cash
against registration records and place in safety deposit box or local
bank account
o Conduct personnel check-in to ensure all have arrived and are at
assigned areas.
o Provide personnel with items needed for daily activities, such as
evaluation forms
o Check to be sure all speakers have arrived and will be at their
appropriate sessions on time
o Assign staff to conduct and record attendee counts at function or
meetings
 After the event
o Have all cash transferred to your chapter's or region’s bank account, or
request a cashier's check for safe transport home
o Prepare thank-you notes for venue staff and suppliers, and distribute
gratuities as appropriate
o Conduct a post-event meeting with event and venue staff
o Pack all event materials and equipment for return shipment home;
arrange for shipping
o Inventory all equipment rented locally, and supervise supplier pick-up
o Review final bill with accounting, and make required payments on
uncontested portion of bill
© 2014 IABC
2
Last updated: May 2014