Event Closing Checklist
This checklist is intended to cover the most common areas for review. The
Event Planner is responsible for completeness and accuracy of the data
entered even if an area is not covered on this checklist. If there are any
deviations from this checklist or other areas of the process, please explain
those deviations on the Global Standard Process Deviation form and attach
to your event.
EVENT REQUEST FORM
☐ Event Owner information is correct
☐ Start and End date is correct; if acceptable
range was selected, change to engagement
start date and enter start and end date
☐ Global meeting type is correct
☐ International vs Domestic is correct
☐ If there are 10+ sleeping rooms and / or a
meeting room, the answer to “Will you
source a meeting?” should be Yes
☐ All WBS or cost centers are specified
RFP (SOURCING)
☐ If there are sleeping rooms and/ or a
meeting room, there should be an RFP #
with an awarded hotel
☐ If there are 10+ sleeping rooms and / or a
meeting room, there should be at least 2
Bids.
☐ Correct commissions email is entered either
in response to Q18 (if a proposal was sent
from the supplier) or email override field (if
there was not a proposal from the supplier)
☐ Actualized sleeping rooms is updated
☐ Room rates are correct
☐ Hotel contract/addendum is signed before
meeting start date without edits
☐ Hotel contract/addendum is uploaded to the
Internal Documents section of the RFP
FINANCIAL MANAGEMENT
☐ GL account entered for each line item
☐ Correct currency is selected for each line
item
☐ Fixed vs variable is correct
☐ Tax(es) has/have been entered as %, if a
percentage or fixed amount, if a fixed
amount
☐ All transactions in meeting queue have
been matched correctly
☐ Savings have been captured correctly i.e.
no negative amounts.
ATTENDEE MANAGEMENT
☐ All Attendees have been registered and
required information captured
☐ All Attendees have been marked as
Participants
☐ Any cancellations have been marked as
Cancelled
EVENT & TRAVEL
☐ If no hotel was used, enter event venue
name and address in Event Location
☐ Air Import Actuals have been uploaded
☐ Hotel Requests have been marked as
confirmed
☐ If the hotel currency entered in Awarded
details is different than the event currency,
manually convert the awarded rate to the
event currency.
EXPENSE ALLOCATION
☐ If Estimated External >0, there should be at
least one person on the Spend Per
Participant report
☐ All registrants for whom an expense was
incurred are associated to the expense
(even if the person is not an HCP or did not
participate)
☐ All Variable expenses should show the
number of people in the Units field and the
per person cost in the Cost field in the
Reconciled Budget column. The number of
people should match the number of
Associated Registrants for the expense
☐ All Fixed expenses should show the total
cost in the Cost field in the Reconciled
Budget column.
☐ All allocated expenses should be allocated
to the HCP category and relevant subcategory at 100%.