© Chris McLennan
MEET ING PLANNER CHECKLISTS Every event has its own timeline. The following general checklists are for your use. The timing of your event will dictate if and when each of these steps should be taken. No matter the size of your meeting, when it is, or at what stage you are in the planning process, Explore Fairbanks is here to lighten your workload. Call the friendly Explore Fairbanks Meetings and Conventions staff to discuss the needs of your event. • Contact Explore Fairbanks Meetings and Conventions • Set your timeline with due dates • Determine your agenda: sessions, breakouts, meal functions • Know the number of meeting spaces needed and your preferred set-up(s)
• Reduce conference swag and printed materials • Ask about sourcing local food and donating left-over food from MeetGreen www.myeventfootprint.com
Safety & Security Checklist • Do you see smoke detectors, sprinklers, fire extinguishers and an AED?
• Set your budget: space rental, food, advertising, décor/entertainment
• Who is responsible for security during your event?
• Determine food and beverage needs
• What sanitation protocols are in place in public spaces and back-ofthe-house?
• Determine audio, visual, virtual and connectivity needs • Set sponsorship levels and registration fees • Site inspection at your venue(s) – meeting only or meeting and accommodations • Carefully review contract, negotiate, understand the words used (see Lingo – page 4).
Sustainability Checklist • Ask for recycling at the venue(s) • Ask to take part in a back-of-thehouse tour • Request that no individually bottled water be served • Ask for a towel reuse program in guest rooms • Request water glasses are not prefilled • Ask for electronic signage; reuse physical signage
• What, if any, mitigation behaviors are expected of attendees: wearing masks, physical distancing, hand sanitizing? • Review force majeure and cancellation clauses; evaluate various event insurance • Create a risk management policy statement; share it with vendors and registrants • Have a crisis communication/risk mitigation plan; schedule a meeting with venue representatives to share your plan and review theirs
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Basic ADA Checklist • Understand that there are a variety of disabilities, visible and not visible: mobility, visual, hearing, verbal, cognitive, seizure disorders, chemical sensitivities, food allergies and more • Ask an open-ended question about accommodations needed in the registration process; make your website accessible • At your site inspection evaluate or ask about: entrances and exits, front desk access, elevators, public restrooms, guest room kits, service animals, policies and arrangements for personal care attendants, seating options, air quality, food and beverage labeling • Consider: assistive equipment providers, American Sign Language interpreters, presentation and handout modifications, allowing enough time between sessions, and aisles and corridors without obstructions • Addressing ADA accommodations in the planning process makes for a better experience for everyone
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Basics Checklist
Planning our Fairbanks meeting was a very positive experience!
Michelle Daml, Co-Chair, Alaska Cross Content Conference
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