PCS checklist for conferences and events
Here is a helpful and very comprehensive checklist to help you plan a conference.
Event: |
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Venue: |
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From: |
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| Until: |
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Will needs |
Is ordered |
Is done |
| General | |
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| Objective Purpose of the event, target group |
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| Form leadership circle Possibly divide into subgroups |
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| Size of the event set | |
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| Ordinance on Places of Assembly view | |
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| Determine financing plan | |
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| Set date early (Other events, fairs, Note holidays and vacation periods) |
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| Set topics/contents | |
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| Will needs |
Is ordered |
Is done |
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| Type of event | |
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| Individual lecture | |
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| Lecture series | |
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| Seminar | |
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| Working group | |
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| Working groups | |
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| Panel discussion | |
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| Film series | |
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| up | Will needs |
Is ordered |
Is done |
| Speaker/Speaker early request | |
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| Which speakers? | |
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| What costs? | |
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| Will needs |
Is ordered |
Is done |
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| Determine location and rooms | |
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| Meeting rooms | |
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| Side rooms, workshop rooms | |
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| Conference Office | |
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| Room for slide acceptance | |
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| Showrooms | |
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| Rest rooms | |
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| First aid rooms, first Help | |
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| Wardrobe | |
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| Toilets | |
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| up | Will needs |
Is ordered |
Is done |
| Seating (sample page with images) |
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| Theater seating (theaterstyle) |
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| Parliamentary seating arrangement
(CLASSROOM.) |
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| Herringbone shape (chevronstyle] |
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| Block board (conferencestyle) |
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| Banquet seating (round tables) |
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| Carré shape (hollow square) |
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| The U-shape (U-shape) |
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| E-shape (E-shape.) |
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| T-shape (T-shape) | |
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| Cocktail reception with bar tables
(cocktail-style) |
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| up | Will needs |
Is ordered |
Is done |
| Spatial planning Other | |
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| Board of Directors | |
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| Podium (possibly on pedestal?) | |
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| Plan seating arrangement | |
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| Place name tags (print on both sides!) |
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| Dance floor | |
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| Catwalk | |
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| Blackout options | |
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| Storage tables (e.g. for overhead) |
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| Site visit (with banquet, catering, technical companies...) |
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| Conclude contracts | |
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| Dress rehearsal and/or room acceptance | |
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| Will needs |
Is ordered |
Is done |
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| Set key data | |
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| Start of the event | |
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| Set-up times | |
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| Dress rehearsal | |
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| Admission | |
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| Programming | |
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| Dismantling | |
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| up | Will needs |
Is ordered |
Is done |
| Technical aids | |
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| Visual Media | |
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| Flipchart (Pens) |
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| Overhead projector (slides) |
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| Slide projector (from 500 W: slides in glass frame!) |
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| Film projector | |
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| Video / data projection | |
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| Canvas | |
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| Laser pointer | |
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| Will needs |
Is ordered |
Is done |
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| Audio technology | |
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| Sound system | |
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| Loudspeaker | |
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| Microphones | |
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| Wireless Microphones | |
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| Microphone chain/discussion system | |
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| Interpreter system | |
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| Tuning system | |
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| Cassette recorder, DAT, CD audio,
MP3, steno-s (Recording of the conference) |
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| up | Will needs |
Is ordered |
Is done |
| Conference technology | |
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| phone | |
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| Fax | |
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| Internet access | |
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| Photocopier | |
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| Computer With database | |
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| Radio system (for organization + technology) |
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| Connection 230 Volt (extension cord) |
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| Will needs |
Is ordered |
Is done |
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| Interior design | |
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| Lectern | |
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| Flower arrangements | |
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| Table decoration | |
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| Partition walls | |
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| Company logos | |
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| Flags | |
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| Music | |
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| Presents | |
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| up | Will needs |
Is ordered |
Is done |
| Other | |
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| Conference Office | |
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| Reception | |
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| Checkout (seminar fee, participant fee) |
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| Hostesses | |
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| Wardrobe | |
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| Slide acceptance | |
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| Journalists | |
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| Photographers | |
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| Kindergarten | |
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| Plan type of rework | |
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| Will needs |
Is ordered |
Is done |
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| Invitation action | |
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| Personal invitation | |
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| Mailings | |
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| Information booth | |
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| Press conference | |
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| Newspaper | |
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| Trade journals | |
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| Broadcasting | |
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| Television | |
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| Handout | |
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| Posters (Obligation to report up to 1 m² at the public order office, over 1 m² at the building office) |
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| up | Will needs |
Is ordered |
Is done |
| Posting at: | |
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| Schools | |
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| Universities | |
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| Shop window | |
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| Buses | |
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| Streetcars | |
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| Cars | |
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| Billboard | |
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| Will needs |
Is ordered |
Is done |
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| Information material | |
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| Info Letter | |
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| Conference folders | |
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| Press kits | |
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| Program | |
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| Breakdown of the units | |
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| List of participants | |
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| Name badges | |
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| Notepaper | |
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| Director's schedule | |
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| Documents for the interpreters and the technical companies | |
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| up | Will needs |
Is ordered |
Is done |
| Signage | |
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| Traffic control | |
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| Outdoor signage | |
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| Interior signage | |
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| Name badges | |
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| Will needs |
Is ordered |
Is done |
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| Arrival and accommodation | |
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| Speakers | |
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| Employees | |
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| Participant | |
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| Carpooling | |
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| Directions sketch (indication of railroad connections) |
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| Airplane | |
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| Car | |
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| Railroad | |
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| Subway | |
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| Streetcar | |
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| Bus | |
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| Cab | |
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| Parking facilities | |
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| Hotel reservations | |
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| Single room | |
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| Double room | |
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| up | Will needs |
Is ordered |
Is done |
| Folder services | |
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| Driving service | |
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| Parking attendant | |
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| Medical service | |
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| Admission control | |
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| Coat check staff | |
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| Guarding service | |
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| Will needs |
Is ordered |
Is done |
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| Hospitality | |
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| Breakfast | |
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| Conference drinks | |
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| Coffee breaks | |
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| Lunch | |
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| Welcome cocktail | |
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| Dinner | |
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| up | Will needs |
Is ordered |
Is done |
| Supporting program | |
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| Sightseeings | |
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| Factory tours | |
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| City tours | |
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| Accompanying program | |
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| Children's program | |
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| Theater, Opera | |
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| Museum | |
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The team of PCS wishes you for your event much success and good success!