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!