Checklist - Pre-Event Briefing

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PRE-EVENT BRIEFING CHECKLIST
Set Up a Schedule of On-Site Planning Sessions Involving

Convention Services Manager (CSM)

Site Management

Outside Suppliers

Convention & Visitors Bureau Representative

Operations Department Representatives, such as Reservations Manager, Front Desk Manager,
Banquet Manager, Head House Man, Audio/Visual (AV) Representative

Association or Organization Staff Members
Well in Advance of the Event, Send Copies of the Event Specifications to

CSM for Distribution to Appropriate Facility Personnel

Appropriate Outside Suppliers
Include in Function Orders
Note: Refer to the APEX Event Specifications Guide for the industry-accepted format and complete content
for function orders. Visit www.conventionindustry.org for the most up-to-date edition.

Group Name and Event Name

Day and Date of Event

Name and Number of Each Function

Function Room Name (and floor number, if applicable)

Time the Room Should be Set Up

Time the Function Begins and Ends

Expected Attendance

Number of Speakers

Head Table Set-up

Staging

A/V Requirements

Special Requirements, i.e. computer setup, floral arrangements, special table linens or colors,
signage, event posted on the reader board

Food & Beverage Requirements (including menus)

Scheduled Breaks for Refreshing the Room

The Point Person in Charge of the Event
Review Details Regarding

Menus and Food Functions

Beverages
Piano Technicians Guild, Inc.
4444 Forest Ave.
Kansas City, KS 66106-3750
Phone: 913-432-9975
Fax: 913-432-9986
www.ptg.org

Entertainment

A/V Equipment

Engineering/Special Utilities

Reservations

Registration

Cashiers

Transportation

Parking

Receiving/Shipping

Telephone Set-ups

Housekeeping

Pre-Event Programs

Post-Event Programs

Special Tours

Recreational Activities

Security

Accounting Procedures

Other
Review Exhibition Description

Number of Exhibitors (domestic and international)

Square Footage

Special Features

Registration

Offices

Decorator/Drayage Contractor

Local Fire and Safety Codes
Review Exhibit Promotion Schedule

Show Kit Registration Materials

Number of Advance Orders

Total Orders Last Show

Time Frame of Floor

Freight Instructions

Start and End Time of Exhibit Move-In

Start and End Time of Exhibitor Move-In
Page 2 of 4
From The Convention Industry Council Manual, 7th Edition, © 2000, 2005 by the Convention Industry Council
ALL RIGHTS RESERVED

Closed Days

Final Clean-Up, Carpet Installation

Plumbing, Telecommunications, Electrical Services

Hours of Service Desk

Start and End Time of Exhibitor Move-Out

Start and End Time of Exhibit Move-Out
Review Event Hours and Function Schedule

Date and Time of First Function, Date and Time of Last

VIP Speakers
Review Light, Power and Escalator Schedules

Show Areas

Registration Areas

Office Areas

Special 24-Hour Power Requirements
Review Emergency Procedures

911 Calls

Medical Personnel (How far away are on-call doctor, nurse, paramedics?)

Special Security or Police Detail

Political Concerns

Weather Considerations Specific to Area (snow, hurricane, tornado, flood, fire, earthquake)

“Manager on Duty” Coverage in Evening and Early Morning Hours
Review Facility Services

Shipping and Receiving Services and Hours of Operation

Luggage Storage Location

Housekeeping Schedule, Turndown Service

Coat-Check Location and Hours of Operation

Mail Procedures

In-room Safes, Safe Deposit Boxes

Business Center Services and hours of Operation

Restaurant Outlets — Menu, Hours of Operation, Dress Code

Fitness Center, Health Club and Recreational Activity Hours of Operation

Environmental/Humanitarian Policies (e.g. recycling, food bank participation, local good
Samaritan laws, etc.)
Page 3 of 4
From The Convention Industry Council Manual, 7th Edition, © 2000, 2005 by the Convention Industry Council
ALL RIGHTS RESERVED
Review Transportation for Attendees

Airport Transportation Options

Taxicabs — Loading/Unloading Area, Availability and Costs

Shuttle buses — Loading/Unloading Area, Schedule

Parking Lot Hours, Signage, Costs

Transportation for Other Groups at the Facility and How that May affect Your Group
Overall Review

Obtain and Review a Copy of Facility’s “Resume” About Your Event

Obtain and Review a Copy of Facility’s Event Orders

Provide Convention Programs/Agendas to Key Facility Personnel (e.g. switchboard, information
desk, concierge, bell staff, housekeeping, recreational coordinators)
Page 4 of 4
From The Convention Industry Council Manual, 7th Edition, © 2000, 2005 by the Convention Industry Council
ALL RIGHTS RESERVED
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