Meeting 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.

Basics Checklist

• 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) • Set your budget: space rental, food, advertising, décor/entertainment • Determine food and beverage needs • 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 • Reduce conference swag and Basic ADA Checklist printed materials • Understand that there are a variety • Ask about sourcing local food and of disabilities, visible and not visible: donating left-over food mobility, visual, hearing, verbal, from MeetGreen www.myeventfootprint.com cognitive, seizure disorders, chemical sensitivities, food allergies and more Safety & Security Checklist • Ask an open-ended question about • Do you see smoke detectors, accommodations needed in the sprinklers, fire extinguishers and an registration process; make your

AED? website accessible • Who is responsible for security • At your site inspection evaluate during your event? or ask about: entrances and exits, • What sanitation protocols are in front desk access, elevators, public place in public spaces and back-of- restrooms, guest room kits, service the-house? animals, policies and arrangements • What, if any, mitigation behaviors are expected of attendees: wearing masks, physical distancing, hand for personal care attendants, seating options, air quality, food and beverage labeling sanitizing? • Consider: assistive equipment • Review force majeure and cancellation clauses; evaluate various event insurance providers, American Sign Language interpreters, presentation and handout modifications, allowing enough time between sessions, • Create a risk management policy and aisles and corridors without statement; share it with vendors and obstructions registrants • Addressing ADA accommodations • Have a crisis communication/risk in the planning process makes for a mitigation plan; schedule a meeting better experience for everyone with venue representatives to share your plan and review theirs Planning our Fairbanks meeting was a very positive experience! Michelle Daml, Co-Chair, Alaska Cross Content Conference “ “ 3