THE BIG DAY...BIG AFTERNOON...BIG WEEK...
Whether your event is a lunch or a major exposition, the Big Day always arrives! Your good planning will determine just how BIG that day will be. If you have met your deadlines, used your timelines, checked off your checklists, verified menus, orders, schedules, and agendas, you will be ready for any last-minute disasters!!

PRE-CONFERENCE MEETINGS
It is a good idea to plan rehearsals, run-throughs, and team meetings. Conference planners often have pre-conference meetings where all the players are in attendance: the food and beverage managers, the audio and visual people, the registration supervisors, the transportation providers, and the off-site providers. This is when the last-minute changes are noted, the lines of communication are finalized, and the team is energized for a successful meeting or event!

THE PLANNER IS THE RINGMASTER
On-site is not the place to be determining agenda, policy, or making arrangements. On-site is reacting to the unexpected situations that arise, no matter how good your planning. On-site is maintaining balance as the months, weeks, and days of preparation kick into gear and the event unfolds. The planner is the ringmaster as the acts perform. What happens backstage will most often go unnoticed if good planning has taken place!

TRUST THE TEAM
Delegate as many tasks as possible so you, as the organizer, can attend to the event and troubleshoot. If you are stuck at a registration desk when the lights go out on the main speaker, who's going to get the wheels moving to fix the problems? When the buffet lines are out in the street, who is going to get another serving station set up? Circulate and be everywhere, but don't be in anyone's way. The team has a job to do. They're there to support you and work together to make the event a success. TRUST THE TEAM you have assembled. They are the cast and crew of your production!

JUST IN CASE
The planner in charge should carry all the contracts with the vendors with them on the event day, checking and double-checking all the arrangements as the event unfolds. Also, they should have a list of all the important phone numbers, just in case.

MEETING SURVIVAL SUPPLIES

EQUIPMENT

• Laptop Computer
• Cell Phone
• Portable/Mobile Devices (radio, PDA)
• Projector
• Digital Camera/Video Camera

EQUIPMENT ACCESSORIES

• USB Cables and Extensions
• Surge Protector
• Extension Cords
• Laser Pointer
• Projector Screen
• CD-R, CD-RW

SUPPLIES

• Blank paper
• File folders
• Staplers and staples
• Paper clips, rubber bands, scissors, rulers
• Tape (single/double-faced), duct tape
• Pens, pencils
• Dry erase pens, eraser
• Extra name badges, place cards, card stock, ribbons
• Box Cutter
• Stopwatch
• Measuring tape
• Flashlight
• Breath Mints

MISCELLANEOUS

• Emergency numbers (messenger services, all-night copy center, etc.)
• Cash boxes
• Local tourist information, maps, restaurant guides
• Other:
• Other:
• Other:

Labels: supplies