The PCO s Check List

The PCO’s Check List

(Planning and Operational)

THIS IS A MEMBERS’ ONLY DOCUMENT

PROFILE OF THE CONGRESS

 Type and frequency of the Congress

 Coinciding national and international events

 Dates and duration

 Dimension o Corporate o national o regional o governmental o international

 Attendance

o Data from the past events o Expected number of attendance

 number of participants/delegates

 number of speakers

 number of accompanying persons

 number of square meters of exhibition

 estimate number of exhibitors etc.

STRUCTURE OF ORGANISATION

 PCO / Core PCO

 Steering Committee

 International and Local Advisory Boards

 Scientific Programme Committee

 Local/National Organising Committee and Sub-committees

 Secretariat (job description)

 Accreditation of the Association in any international society of the same project

PROGRAMMES

 Scientific Programme o Theme

o Plenary sessions and breakout sessions o Satellite symposia

o Invited speakers o Number of abstracts o Number of posters / size

o Any acceptance criteria or average percent of acceptance for oral and posters o Develop / Customize digital solutions for abstract managements, on-line

proceedings, proceedings in CD-format

 Social Programme (covered in Social Functions)

BUDGET AND FINANCE

 Pre-financing and funds (definition of services included in the registration fee)

 Estimated Income

 Registration income

 Sponsorship and exhibition

 Estimated Expenditure

 Rental

 venue

 equipment and technicians

 decoration

 signage

 Speakers’ expenses

 airfare

 accommodation

 honorarium

 free registration

 Chairpersons (same as above)

 Reviewers (same as above)

 Committee expenses (same as above plus attendance to committee meetings)

 Fees to be paid to the Society

 Agreement with a professional journal

 Insurance premium

 Security expenses

 Print, design and production

 letterhead

 posters / announcements including e-marketing

 abstract book in electronic format (option)

 proceedings book same as above

 name badges / congress bags

 souvenirs etc.

 Promotion – pre-, during, and post-conference

 web site

 advertisements

 PR

 press/media

 SNS

 street signage (option for considertation) etc.

 Social functions

 coffee breaks

 lunches

 welcome reception

 dinners

 entertainment etc.

 Administration

 telecommunication

 postage

 photocopying

 insurance etc.

 Personnel / Staffing

 Taxes & and VAT

 Collection of money / bank accounts / invoicing

 Emergency & first aid

These items of expenditure should be further divided into fixed and variable costs in order to have a better idea of the bottom line.

CRITERIA FOR THE SELECTION OF VENUE

 Capacity required

 Cost of venue

 Location

 Preferred venue

o convention centers o hotel

o university etc.

 Exclusivity on suppliers (if any)

 Access

ACCESS (OPERATIONAL CONSIDERATIONS)

 Distance from the airport, city and hotels

 How can the venue be accessed: by car, train, public transportation?

 Is there a parking lot next or close to the venue? Is additional car parking required?

 Can the venue be accessed by coaches? Does a coach embarkation/ disembarkation area need to blocked off?

 What is the traffic situation around the venue?

 Venue entrance: how many doors? what size of doors?

 Loading dock/bay for material to be brought in? Is there trailer/lorry access and parking?

 Freight elevators? Where and what are the dimensions? What is the maximum weight allowed in the venue?

 Are there any restrictions and/or policies to be considered at the venue? (For example, floor to be covered when entering the building, etc.)

 Security aspects and access control to unauthorized areas for non-registered delegates (closing off areas, keeping doors closed, security), exits and evacuation routes

 Fire procedures and evacuation in case of emergency

 Procedures for any kind of disturbances and demonstrations during the event days

 Concurrent events taking place

 Location of the registration area and cloakrooms should be carefully planned to avoid queues at the venue entrance

 Disabled access

 Are venue plans accurate? Always re-measure and double check!

 Opening/closing hours

MEETING ROOMS

 Plenary rooms

 Breakout rooms

 Poster sessions

 Speakers’ Preview room

 Speakers’ / VIP Lounge

 Offices (Organising Committee, Secretariat, Scientific Secretariat, Press Room, etc.)

 Registration area (A to Z, 001–100…, on-site registrations, speakers, etc.)

 Business Center

 Catering facilities (coffee breaks, lunches, social functions)

 Storage area

 Services (Information, Cloakroom, Lost & Found, etc.)

MEETING ROOMS

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 What is the estimated attendance for opening/closing ceremonies as well as plenary sessions? Is the biggest hall large enough? Will projection and audio feed into adjacent halls be required?

 Technical assistance should be available in the event of malfunction and also for guidance.

 How many parallel sessions are needed and how many participants are expected in each session?

 Does the venue have sufficient session halls or will additional halls need to be found; what would be the location of these halls (proximity, access). Check the walking time and/or the traffic situation, avoid any bottlenecks; do they need to be soundproofed and how costly would this be? Would the budget be able to cope with these additional costs?

 What is the set-up style for each session o theatre

o classroom o U-shape o board room

o cabaret etc.

 How can the material be brought into the room? What is the access (see above); are elevators and/or lifts to be used? etc.

 Does the venue have internet / WIFI access including public spaces?

 What are the Audio Visual and technical requirements for each session?

o screen(s), main screen(s), plasma

o projection (overhead, slide, video, data (powerpoint) / front or back / single or double)

o sound amplification (presidential table, lectern, audience, press)

o stage (size, what has to be on stage, how should it be placed/distributed; do not use any reflective material for stage decoration)

o interpretation services (simultaneous or consecutive) o recording of sessions (audio or video)

o lighting system (general lighting, additional spotlights) o digital voting system

o internet access

o video / tele-conferencing / webcasting

 Can the stage be accessed by handicapped people (wheelchair)

 Does the set-up need to be changed for two consecutive sessions? How much time will it take to change the existing set-up?

 Is there enough time for audio visual checks and rehearsals?

 Does the access to the room need to be monitored and, if so, how? Is a bar code system required?

 What are the dimensions and shape of each session room (ceiling height, width, length)?

 Are there any objects that may represent obstacles for projection eg pillars, chandeliers, mirrors, etc.?

 Does the session room have daylight? If is, can it be darkened?

 Where are the emergency exits located?

 Are there any special fire regulations which affect the set-up of the room, for example, what is the maximum number of attendees allowed in the room?

 How can the room(s) be accessed (number of doors and location)? How should the room access be managed considering the room set-up, the flow of people and easy seating?

 Do the rooms have fixed available technical equipment? What can be used and what has to be brought in?

 Where are plugs and power connections located? Is the building able to cope with the power resistance required for all the technical equipment? Is an additional power generator needed?

 How is the lighting system in the rooms controlled and who controls it?

 What kind of heating and air conditioning system does the building have (centrally controlled, a control per room) and who controls it?

 Where should interpretation booths be placed to ensure a good view of the speakers by the interpreters? Do the interpretation booths meet ISO standards?

 A detailed job description and staff briefing is essential with a clear distribution of the tasks and responsibilities for each room; such as changing the name plates, water replacement at the presidential table and in the translation booths, assistance to speakers, handing the microphones to members of the audience for discussions, etc.

 Is there a protocol to follow? Who is in charge of protocol affairs?

 Do seats in the front rows for VIP’s and invited guests need to be blocked off?

 Where should the VIPs gather prior to the session? How and where can they access the session hall; by what route?

 Stage decoration (flowers, plants, banners, plasma, etc.)

 Always take the professional audio visual representative with you during site inspections.

 Be careful of fire or smoke detectors when using special show effects (smoke machines or similar)

SPEAKERS’ PREVIEW ROOM MANAGEMENT

 What kind of presentation is allowed? (, power point, video, data projection). Make sure the necessary equipment is available for speakers in the preview room.

 Is the preview room connected to all session halls and will the presentations be projected from there (wire or wireless transmission)? It must be centrally located, easy to find and large enough for the number of presentations.

 Have sufficient staff available according to the number of presentations to be handed in (technicians, hosts/hostesses, runners).

 Give the speakers enough time for reviewing their presentations prior to their session.

Think about the possible technical and incompatibility problems, virus scanning, different formats, etc. that may slow down the process.

 Be sure to test any movies.

 Always be prepared for last minute show-ups or speakers who go direct to the session hall without checking in to the preview room.

 Ensure efficient communication and co-operation between the technical staff of the venue and the hired audio visual company (if different).

 Control the access so that speakers can only come in the day (or half a day) before.

 Technicians and staff in charge of the preview room must be fluent in English and have the knowledge and capability to handle different hardware, software and presentation styles.

 Define the operating system to be used by the speakers in advance.

 Make sure you have a backup system in place for the server.

 Have a checklist to confirm that all speakers have checked their presentations.

 Do not forget to have a supply of extra adaptors and cables.

 Obtain consent forms from all speakers (for publication on webcasts or in any educational materials post-conference).

POSTER EXHIBITION / PRESENTATION

 How many posters will be exhibited? Are they to be in position for the whole duration of the meeting or to be changed daily?

 How much gangway space should be left between the poster boards? Are there any poster discussions to take place with presenters standing in front of the posters?

 What kind of set-up will be used? (standard boards, zigzag or straight lines, landscape purpose-built boards or exhibition booth walling). Confirm the size of the poster boards and the set-up to meet the criteria given to authors/presenters.

 Can poster boards be used on one or two sides?

 Where should the poster exhibition area be positioned: close to main hall, within the commercial exhibition, coffee area, etc.?

 Is there daylight or additional lighting required? Avoid spotlights as can reflect on glossy materials?

 Does the venue provide the poster boards or do they need to be hired?

 Do poster boards have a header panel or are they to be numbered only? Is it possible to produce generic header panels or do themes/topics need to be changed daily?

 How will the posters be numbered? Place the poster boards in a logical order (theme or colour co-ordinated).

 Are seating or discussion areas needed?

 Do you want to use chairman microphones for small discussion groups?

 Do you need display tables / racksso that people can have literature to give away?

 Do you want to provide or need storage facilities (poster tubes, storage for posters that were not taken down if they are changed on daily basis, etc.)?

 Have a poster exhibition floor plan for easy identification of poster boards (especially in huge areas with hundreds of boards and multiple themes).

 Have notices for ‘posters withdrawn’.

 Decide whether a manned poster information desk will be needed. Provide adequate material for fixing posters on boards (pins, fixers, scissors, etc.) and their cost. Inform the delegates of the type of poster board available. (magnetic, cork, hardboard, velcro compatible etc.)

 Remember to employ tall people in the poster area in case numbers or head panels have to be changed.

 Provide enough time for putting the posters up on the poster boards.

 Consider providing a food & beverage service in the area during poster sessions.

 Poster award: what is the voting system for best poster(s)? When and where will be the award(s) presented? (space, sound, decoration)

 Consider new exhibiting techniques (data projection, poster images on a loop, plasma screens, seating, digital system including online search and viewing, hybrid solutions using both powerpoint and traditional poster etc).

COMMERCIAL EXHIBITION

 Available space and cost

 Types of exhibition

o Raw space / floor space only (for specially designed booths/stands) o Shell scheme booths/stands

o Tables o Panels

 Exhibition floor plan

 Exhibitor kit

o Schedule (set-up, opening dates and hours, dismantle) o Size and dimension of stands

o Equipment and furniture included o Available furnishings/carpet o Electricity

o Official contractors, freight forwarders and other suppliers o Security

o Rules and regulations

COMMERCIAL EXHIBITION

 Ensure an accurate measurement of the exhibition area and never take someone else’s plan to use – they may not be as professional as you are or the scale may not be correct.

 Careful planning is essential – which services do you plan to have within the same area?

Registration, lounges, catering (coffee breaks, lunch buffets), welcome reception, posters, cyber café, message center – all, some or none?

 If registration is going to be in the same area, consider the space it will take up (refer to the items mentioned in this checklist under the titles “Registration – Technical Secretariat / Registration Area”).

 Check the loading bay access and the average time needed for unloading.

 Can heavy equipment be exhibited on these premises (i.e. drilling equipment or similar)?

What is the weight/floor loading? Details of all the materials used for exhibits will need to be known.

 If possible, allocate one loading bay for administration only (PCO, AV company, briefcase packing deliveries etc.)

 Where are the service ducts: electricity, water, waste?

 Where are the nearest public telephones and toilets?

 Does the electricity come from above or below? Is additional electrical power needed?

 Check the ceiling height.

 Mark up the floor plan with the booths before anyone else is allowed in.

 Aisles must be wide enough for easy circulation.

 All access routes should be clear of rubbish and deliveries.

 The build-up schedule should be strictly controlled, according to booth/stand size and location.

 Allocate storage facilities or inform the exhibitors if storage is not available.

 Plan cleaning after the set-up is completed, daily cleaning and waste management. Check whether the venue provides a cleaning service.

 Check whether floor needs to be protected and if so, what kind of covering should be used.

Consider cost and time!

 What is the floor covering and its colour? Covering with different colours for aisles and stand blocks keeps visitor traffic moving.

 Check fire regulations carefully and ensure that all material will pass a fire inspection.

 Will you allow two floor/double-decker stands? Will the venue allow it? Do you have enough time for construction of such stands? What are the planning regulations? Should you charge the company more? Will it overshadow other booths?

 Can anyone look at the exhibition and/or registration area from above? If so, you should tell this to the exhibitors and perhaps provide ceilings to any offices which are being built.

 You might want to put the logo information on the carpet at the main entrance or laser project it. All these little things make a tremendous difference – some are expensive, some are not.

 Choose a good location for catering, preferably close to the kitchens. Ask the caterers, do not just allocate them space.

 Check the visitor circulation. What appears to be the most used entrance on a plan, might not be the ideal one in reality.

 Check the signage and think about placing exhibitor floor plans. Display the exhibition layout and list of exhibitors on boards and/or laid into the carpet (very good for orientation in a big show).

 Remember all riggings need to be done before you start building the exhibition. The cherry pickers must be able to move round safely, so allow time when ordering banners for early delivery.

 When numbering booths on a preliminary floor plan, always miss out some numbers on purpose, so that you have spare numbers if booths get divided into smaller units.

 If lorries are allowed into the hall to unload, make sure they have left before you start carpeting!

 You may think of buying some material or items instead of hiring them as it might be cheaper and you can re-use them for other events.

 Do not forget to get a “next meetings” stand. Sloping shelves on a wall with posters are better than flat shelves or table tops. An additional row of small cupboards along the bottom allows for storage of spare brochures to replenish the stock if need be.

 It is important to have an area for suppliers to allow for last minute/additional orders from exhibitors such as flowers, electricity, furniture, courier, security, cleaning, etc. and to control the charges made by suppliers on site as they often tend to double their prices for such requests.

SIGNAGE

 Where and how can the outdoor sign be placed at the venue? (Façade, mastils, Octonorm, etc.)

 What is the right size for the outdoor sign(s)? Visibility? Is there a cost for putting it up or space rental? Illumination of the sign(s)?

 When using a shell scheme Octonorm system and you do not need to use all four sides, does a graphic on the unused side make it look nice?

 What kind of signage should be used and where should it be placed in the registration area for a perfect orientation of arriving participants? Size, colours, spelling and placement of logos.

 Is additional signage for orientation purposes needed inside the venue? Are all the meeting rooms and used areas on the same level or distributed on different levels?

 Determine all the weak links in terms of orientation/circulation and definition of signs and their content.

 Does the venue have boards, easels or similar to put signs on or do they need to be provided?

 Appropriate signage of the session halls at room entrance as well as inside (access doors, screen, presidential table, lectern, etc.)

 Placing large floor plans in different areas of the venue clearly indicating the current location and all related areas to the congress; especially toilets, exits and services for the participants

 Change the signs during the event – i.e. remove the sign for the welcome reception after it has taken place.

 Make sure to have spare signage with removable arrows.

 Check where you are not allowed to put signs (eg venue walls) and/or find out the appropriate fixing technique

 Make sure you see and check the complete signage project or at least a sample sign in advance

 Too many signs are as bad as too few. It should be sufficient enough compared to the complexity of the building

 After placing the signage in accordance with the project plan, please check that the right signage is in the right place, respectively.

 Sometimes you may need human sign posts, but do not forget to instruct them properly as they will be asked questions relating to the event as a whole not just their role as a

signpost!

 Avoid renaming meeting rooms as this can confuse existing venue staff

 Consider street signage in accordance with the venue and local authorities.

SPONSORSHIP

 Development of Sponsorship Package/Prospectus (history of earlier congresses)

 Identifying potential sponsors

 Solicitation of sponsors

 Follow up service to confirmed sponsors

PROMOTION

 Website and on-line services o registration

o abstract submission o hotel bookings o tours bookings

 Database management

 Direct mailing

 Advertisement and PR

 Promotion at the previous congress and relevant events

 E-marketing

 Tele-marketing

 Poster announcements

PUBLICITY AND MEDIA

 Media arrangement o invitation

o accreditation etc.

 PR office

o press release

o press folders / press kit

PRESS CENTER

 A separate press registration/accreditation counter might be advisable for congresses with expected big media coverage.

 Provide a press center with:

o sufficient working tables and chairs

o sufficient electrical power outlets and cable extensions o a lounge area with coffee, tea and soft drinks service o good lighting

o shelves, racks for brochures, press releases and papers o facility for wireless internet

o fax and photocopying machines

o check with the organizer whether telephones / ADSL lines are necessary; if provided, place a country code list.

 Provide an interview room with seating arrangements and electrical sockets

 Provide a fully equipped meeting room for press congresses and consider simultaneous and / or consecutive interpretation

 Provide an adequate number of experienced and multilingual staff depending on the level of activity

 Security at all times considering the amount of equipment brought in that might be left lying around

 Coffee and soft drinks should be available at all times; sandwiches and snacks during lunch time if possible.

 Depending on the level of activity, think about being flexible regarding the opening and closing hours of the press center.

 Avoid bad publicity; be very clear about what is available to the press and what will not be not available.

 Press briefing for all individual activities of the event; followed by a cocktail party.

 Prepare sufficient press kits (briefcases) to stop them trying to get the delegates’ kits.

 Make available the latest communication technology, especially for the international press;

ISDN lines, satellite connection etc.

 Press should have the same catering facilities as other delegates

 CCTV (closed circuit TV) from one or more sessions into the press room could be considered

 Check if speakers do not want the press present or if they do not wish to be recorded during their presentations; be careful about the restricted areas, if any.

 For a large press attendance, you need different rooms for press crews.

 Reserve a special area in the session halls for press. Provide a platform for movie cameras, and reserve an area in the audience for correspondents (note-taking only).

 Provide press guidelines for speakers, in case the media is present.

 A press liaison officer to sort out press and media problems will facilitate your work a great deal.

BUSINESS CENTER / CYBER CAFÉ

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 Provide a cyber café with a sufficient number of PCs with internet access and laser printers (1 per 4 or 5 PCs); this is most likely being sponsored by industry, but if not, it is very important to offer this service to the delegates.

 Have the cyber café staffed with a host/hostess managing the queue of people waiting and a technician for any hardware problems or interruption of internet connections.

 Limit the time of access for each person in order to avoid queues / long waiting times.

 Software must be in English

 Easy to use keyboard

 Have sufficient paper if you have printers (refill paper deposit boxes regularly).

 Think about blocking access to certain web sites

 Do not allow downloads as it might crash the system (viruses, worms, etc.)

 Have standing access only to avoid people remaining on the computers for a long time and using the business center as a passtime corner.

 Do not forget disabled access

 Set-up the cyber café within the exhibition area to attract delegates.

LOUNGES / SEATING AREAS

 If you are using a large venue with ample space, arrange seating corners where participants can read and have a rest (good lighting, preferably daylight!)

 Provide a Speakers’ / VIP Lounge where they can relax and get-together. Serve permanent food and beverage (coffee, tea, soft drinks, cookies, snacks) in the lounge.

 Plan an Exhibitors’ Lounge within the exhibition area. Serve permanent food and beverage (coffee, tea, soft drinks, cookies, snacks) in the lounge. Think about a mixture of small meeting tables plus lots of lounge furniture and allow maximum privacy (ceiling and no windows if a constructed area).

 This may be the only area where smoking is permitted (if so, do not forget ashtrays!)

MISCELLANEOUS

 Provide an information center, lost & found and security.

 Note: For governmental meetings, you will need additional services such as transport, documentation center (printing and distribution of documents), interpreters’/translators’

briefing room, offices for congress directors, governmental staff, NGO’s, special security arrangement etc.

 All these need to be co-ordinated, everyone has to check their own working space.

Sometimes there might be overlaps that need to be checked, when different people are involved in different areas (protocol, security, venue management).

 Always make emergency plans for the venue.

TECHNICAL EQUIPMENT

 Audio-visual equipment o LCD projectors o Laptops

o Slide projectors o Overhead projectors o Screens

o Video/DVD/VCD

o Microphones (wired, wireless, collar type etc.) o Public announcements system

o Laser pointers

o ISDN lines / broadband lines o Teleprompter

o Electronic message system / Touch-screen information system o Lighting

 Office Equipment

o Computers (PC’s, laptops, notebooks etc.) o Printers (color, black & white)

o Photocopiers - prepare in accordance with specifications required by organiser o Fax machines

o Internet access o Telephones o Mobile phones o Walkie-talkies

 Simultaneous interpretation

o No. of languages / interpreters / booths required

o No. of meeting rooms where simultaneous interpretation is required o No. of headphones / receivers required

SIMULTANEOUS INTERPRETATION

 How many headsets /receivers are needed? Make sure they are all charged!

 How much pick-up time is needed for each participant before the session?

 What is the procedure for headset distribution? Is an ID (passport, driver’s licence or similar) required or do the organisers take the responsibility? The participants should be informed in advance.

 Is the same system used in all session halls or do receivers work in specific halls only?

 How many meters of desk and staff are needed in order to ensure a smooth operation?

Should it be a single desk or can the desks be spread strategically in various areas?

 Where should the desk(s) ideally be placed taking into consideration the following:

o Easy to be seen and found

o close to session halls, without blocking the circulation of people and access to other areas

 Place signs at the pick-up area, indicating the language(s) and channel number(s).

 Make sure you have sufficient staff at the headset distribution desks, especially at the end of the sessions and end of the day.

 Always use specialized companies who have their own equipment and technicians

 Learn how the whole system works, test yourself and make sure that the equipment works properly.

 Check the rules and regulations, the number of interpreters for the languages.

 Be careful as lighting of the hall or any other audio visual equipment in use may interfere and harm the infra red system.

 Consider putting receivers on the seats, but think about how to get them back (responsibilities in case of loss) after the session

 Do not forget receivers for the headtable.

 Use a power point warning to remind delegates to leave their receivers behind

 Have hosts/hostesses in the meeting room to assist delegates and VIPs.

 Consider the location of interpreter booths and their conformity with international standards such as size, ventilation, lighting, soundproof etc.

 Interpretation booths should be placed to ensure a good view of the speakers as well as the screen by the interpreters. If not, provide the interpreters with monitors.

 If the sessions are to be recorded, find out which language – only floor or translation or both. Check whether the interpreters agree to being recorded as there are strict rules regarding this.

VENUE SET-UP

 Signage

o directional signs o registration o room signs

o programme signs o floor plans

o name plates

 Venue decoration o flowers o plants

o flags / banners

 Stage set-up

o podium/lectern

o head tables/easy chairs/sofa

 Meeting room configuration o theatre style

o classroom o board room o cabaret style o U-shape, etc.

 Tables and chairs

 Flip chart and whiteboard

 Presidential table

MESSAGE CENTER

 Offer a message service according to the congress budget, it is often sponsored by industry. It may be just a clipboard, a manned desk with pigeon boxes or similar, or a sophisticated system using plasma screens (both at the message center as well as others strategically placed around the venue).

 You may use screens for the names, scrolling, and one for the sponsor plus messages such as “plenary session starting now”, etc.

 Use big screens and high up, so that all participants can see, even if there is a large attendance.

 Will you need to have the messages displayed elsewhere other than the message center?

Is there an existing system in the venue or should you network it? Where will you house the computers so that they do not get stolen?

 Provide a password and also downloading system, in case accessing messages from a terminal.

REGISTRATION

 Registration system (online and offline registration)

 Registration processing

 Payment methods o credit cards o bank drafts o swift transfer

o IBAN number etc

 Badge system (to identify different categories of participants, barcode system)

 Onsite registration o Registration area

o Number and types of counters required

 pre-registered

 on-site registrations

 exhibitors

 tours

 social events

 information and help

 congress bags distribution

 press etc.

o Equipment set-up

 computers

 printers

 telephones etc.

o Registration kit

TECHNICAL SECRETARIAT / REGISTRATION AREA

(OPERATIONAL CONSIDERATIONS)

 Are there fixed counters/registration desks? Does a registration area have to be built?

 How many desk meters are needed to cover all services being offered to congress participants? (registration, accommodation, exhibitors, speakers, press, social events, tours, cashier, cloakroom, information and message center, lost and found, etc.)

 How should these functions (desks) be distributed in order to guarantee smooth and fluent processing? It is important to avoid queues and circulation problems. Therefore, counters should not be placed too close to entrance doors and/or gangways where there is a main flow of participants!

 Use dividing cords/ropes for a better division of lines/lanes. Does the venue have such cords or do they need to be hired?

 How many staff are needed for each service area, to cover the daily schedule and shifts to allow for breaks etc.

 Are direct telephone lines needed? Where and how many? How long does it take to get those lines installed? Order them early enough!

 PC network possibilities with internet access – existing or to be installed?

 How long will the registration area be open for the pick-up of documentation before the start of the congress? Will there be sufficient time?

o Either 1) Extend the duration of registration (up to 2 days prior for mega congresses); or

o 2) Enlarge the registration area. Either one or the other helps to make it less crowded and guarantees a better registration process.

 Is an electrical power supply available? Is it independent of other uses in order to avoid a power failure on the registration system equipment? An uninterrupted power supply (UPS) is essential. Sufficient sockets and cable extensions are also essential.

 Good lighting of the registration area

 Go to the front of the desks and check what the delegates can see when registering (eg mirrors/glass as a back wall behind registration will reflect what is under the desks)

 Make sure there are sufficient storage areas

 Keep the bag distribution point close to the registration area

SOCIAL FUNCTIONS

 Planning and implementation of different social functions, including o welcome reception

o congress dinner o coffee/tea o lunches

o exhibitors’ cocktail o president reception

o speakers’ dinner etc.

Consider:

 Selection of venues

 congress venue or hotel

 theme parks or museums etc.

 Venue rental cost

 Transportation

 Food and beverage required / catering

 Setting and decoration

 Entertainment and performance

 Accompanying persons’ programme, excursions, site visits and optional tours

 Pre- and post-congress tours

CATERING SERVICES AT THE CONGRESS VENUE

(OPERATIONAL CONSIDERATIONS) General

 Always try to provide special diet options, pay attention to cultural and religious considerations such as vegetarian, Kosher, Islamic, etc.

 Check quantity, quality and variety

 Arrange smoking and non-smoking areas during coffee breaks and lunches. Do not forget ashtrays.

 If you have to increase the numbers, make sure there are sufficient number of waitresses.

 A detailed catering schedule is necessary so that all catering services are provided in the correct place and time.

 Distance between the food stations and kitchen is important.

 Pay attention to the content of menus for the whole duration of the congress and avoid menu repetitions.

 In case of any sponsorship involved, check that you are not using a competitor of your sponsor as a supplier.

Welcome Reception

 The exhibition hall might be the ideal place to hold the welcome reception as it will please the sponsors and industry, however, you should check if there is enough space, as the delegates will all enter at the same time - will anyone get a drink and a bite to eat.

 Ensure there are plenty of service points (food / drink stations) to avoid long queues.

 Ensure there are plenty of service tables around so that delegates can put down their plates and glasses. If this is not possible due to lack of space, have enough service personnel for constant cleaning.

 For a standing reception, provide glass clips attachable to plates that will help delegates to hold a fork as well.

 Arrange seats either for everyone, or for no-one or for elderly/disabled only.

 Serve bite-size portions of food or platters at buffets (sandwiches, snacks, etc.)

 It is recommended that there is no cash bar for additional drinks at a reception.

Coffee Breaks

 Almost the same criteria for coffee breaks as for the welcome reception is applicable.

 Consider offering a continuous service throughout the day, especially if the coffee break area is too small and/or the time to serve everybody at the same time is too short.

 Think about offering variations between morning and afternoon breaks.

Working Lunches

 Serve light meals such as soup, salad buffet, varied sandwiches and fruits, because heavy meals will make the delegates fall asleep in the afternoon sessions.

 The working lunch break should not be too long, otherwise people could make plans to leave the venue (hotel, city center, shopping, etc.) and you might lose the delegates in the session halls.

 If the venue has an outdoor space that weather permitting could be used for catering, serve a lunch buffet or coffee breaks outside. Delegates will appreciate fresh air and daylight.

HOTEL ACCOMMODATION

 Number of hotel rooms required (single/double/suites)

 Hotel categories and location

 Hotel contracts o room rates o room types o cancellation policy o room upgrade

o complimentary rooms o other terms and conditions

 Release / review of room blocks

 Rooms for VIPs

 Rooming lists

 Vouchers

TRANSPORTATION

 Official carrier (if any)

 Airport transfers

 Transportation between hotels and the meeting venue

 Transportation for social functions

 VIP transportation

 Public transportation cards

 Parking facilities

STAFFING

 Secretariat

 Receptionists / hosts and hostesses

 Verbatim reporters

 Interpreters & translation services

 Security

STAFF RECRUITMENT & CO-ORDINATION

 A detailed staff briefing with all staff members is essential:

o (1) General briefing on all aspects of the meeting going through the congress agenda day by day, and

o (2) Explaining job descriptions for specific tasks. Be as precise as you can by giving guidelines and instructions. Everybody should know their own roles, tasks and responsibilities clearly.

 Schedule daily breakfast meetings for staff.

 A staff coordinator(s) to execute your instructions is recommended.

 Have enough security guards available. Think about the huge amount of valuable material used and exhibited in a congress (do not waive costs at the wrong end).

 Make sure that all public areas, session and exhibition halls, especially the toilets are constantly cleaned. Contract an adequate cleaning service (do not kill the good image of your congress).

 Ensure an efficient communication system that makes key people reachable at all times (walkie-talkies); especially your own staff and venue co-ordinator.

 Create a flexible lunch break system on site. Make sure everybody is covered and knows when and where to go.

 Thinking about the worst case scenario, plan for a few more staff than needed. It is much easier to cut down than to hire when the fire is burning.

 Check age! Should not be too young, but experienced.

 Good monitoring system to ensure that staff stay in the position to which they are allocated

 Avoid staff grouping together either talking, smoking, on mobiles, etc.

 Use students, especially when using their university as part of the event (client, venue)

 Consider religious requirements – staffing and suppliers.

 Personal hygiene and dress. Uniforms! Check whether you have enough.

PRINT AND PRODUCTION

 Logo design

 Letterheads

 Announcements, registration brochures

 Posters

 Registration forms, hotel forms, tour forms

 Final programme

 Other congress publications (abstract book, proceedings either in printed format or CD ROM, newsletters, press releases etc.)

 Badges, tickets, invitation cards, coupons, certificate of attendance

 Souvenirs

INSURANCE

 Public liability

 Cancellation / postponement / abandonment

 Professional indemnity

WRAP UP & CLOSING OF THE FILE

 “Thank you” letters

 Final reports (statistical reports, finance report, etc.)

 Financial evaluation of the meeting: profit/loss status

 Final invoicing and payments

 Archiving (closing of the web site, bank accounts, etc.)

Disclaimer

The inclusion or exclusion of information from this document should not be interpreted as an endorsement or non-endorsement by IAPCO. IAPCO is not responsible for the accuracy or timeliness of the information presented in this document or for editing,

classifications or omissions. IAPCO is not responsible for decisions or actions that may be made as the result of information presented in this document.

First edition 2008; latest edition March 2014