Meeting Checklists

Section officers responsible for a meeting spend considerable time keeping their fingers crossed. Not only must they keep track of a multitude of small details, but also face the unexpected. A heavy snowstorm can delay flights and throw time schedules off; a theft of important equipment can make a trade show exhibit meaningless. These and a hundred other possibilities loom.

Although foreseeing such disasters may be impossible, some pitfalls can be avoided. One of the best anti-error devices is a checklist. A general checklist is the best way to make sure nothing important is forgotten.

The following checklists are fairly complete, but keep in mind that each meeting generates needs and problems particular to it. For this reason, you will find two blank spaces at the end of each category for checklist details pertaining only to your meeting.

Check-In Checklist
Materials
		Registration Area, Desk, Chairs, Tables
		Signs—Directional, Instructional
		Paper, Pens, Pencils
		Computers, Typewriters
		Electrical outlets, PC hook-ups, Printers
		Phone, Phone Number, and Phone Line
		Water, Glasses
		Registration Cards, Badges, Programs
		Cash Box
		Wastebasket
		Coat Rack and Luggage Check
		Access to Copier
Staff
		Host, Clerical, Decision-Maker (with Excedrin and Extra Strength Tylenol)
Other
		Registration area for late arrivals

Use this listing of some of the items needed in the meeting room before the meeting is scheduled to begin. Allow enough time to correct any mistakes or omissions.

		Notepads/Pencils/Pens
		Drinking Water/Glasses    (for audience, speakers)
		Lectern
		Riser
		Microphones
		A/V Equipment, Recording Equipment
		PC hook-up, Computer projector
		Overhead or LCD Data Display
		Pointer (laser?)
		Flip Chart/Pad/Markers
		White Board/Markers/Eraser
		Lighting
		Handouts (display table)
		Signs—Room Identification, Directional
		Telephone
		Decorations/Flowers/Banners
		Photographer or camera
		Personnel    (Checkroom; Security; Electrician; Projectionist;     Caterer; Houseman)

Meeting Space Needs Checklist
	Is room of adequate size? See seating capacities for style of set-up.
	Does room lend itself to group meetings (no irregularities of design such as posts, mirrors, or other obstructions)?
	Can tables and chairs be grouped into required seating arrangements?
(If you have answered "no" to any of the above, better look at another room. Otherwise, continue...)
	Are all controls are easily accessible?
	If there is a stage, is it adequate size?    Curtains?
	Technical:	Proper ventilation/air conditioning? Lighting adequate for writing?
		Separate controls for separate lights?          Spotlights?
		Adequate electrical outlets?
		Lectern Right style (floor or table)?          Right height?          Sound controls on lectern?          Working reading light on lectern?          Place for water?
		Acoustics - sound amplifying system needed?
	Room walls:	Solid? Retractable?
	Windows - do they need to be covered for A/V presentations?
	Is room adjacent to outside noise sources, such as:
	Other meeting rooms Kitchen   Bar Lobby   Swimming Pool Laundry Room
	Will there be other meetings in the facility at the same time? Who?
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