Plan Logistics

Here is a checklist to help you plan logistics at the event.

  • Twelve to eight weeks before the event
    • Confirm venue/host location
    • Confirm date and time of event
    • Decide on room set up (high or regular tables, chairs or not, auditorium, etc.)
    • Ask host about policy regarding having a photographer document the event. If the case you decide to have a photographer (professional or volunteer) you will need to ask attendees for permission within the registration form
    • Verify security and other requirements at host location (e.g. nametags, need for ID to get in, option to charge fee, etc.)
    • Sell sponsorships and secure donations (if applicable)

  • Eight to four weeks before the event
    • Open Registration
    • Conduct Outreach
    • Plan Logistics
    • Monitor your budget
    • Finalize needs for AV support (need to bring laptop, projection of PowerPoint presentations, camera to record footage for the AnitaB.org YouTube channel, microphones for speaker, Q&A, WI-Fi access, etc.)
    • Find out what the venue requirements are for post event breakdown and clean-up. Recruit volunteers to help, if needed.

  • Two weeks before the event
    • Make sure your speakers have registered
    • Locate and plan display of AnitaB.org posters
    • Confirm AV support
    • Confirm Catering and Refreshments

  • One week before the event
    • Send out confirmation email to all registered, confirming start and end time, location address, any security information(provide list of guests) and reception details
    • Obtain informational materials from local partners to share at check in if applicable

  • Day before the event:
    • Download registration details to use at check in
    • Prepare badge printing (or provide details to Host if printing on site)
    • Confirm delivery of catering
    • Confirm that space and AV equipment has been properly set up
    • Put up AnitaB.org posters in appropriate locations