Event Planners Checklist
Planning is essential to an event's success! Therefore we have developed this check list to assist you when organizing your lectures, symposia, workshops, meetings, conferences, etc. Not all items on the Checklist will be relevant to your function.
Good Luck!
For assistance please contact the Events Management Team at
Tel: +971 2 599 3591 or 971 2 599 3191
Email: zucc-auh@zu.ac.ae
At the very start
o Determine date(s) and time(s) of the meeting(s), and if possible
o How many people will be attending
o Arrange for a site inspection & cost proposal from venue
o What type of meeting space be needed?
o Do you have a budget
o Will set up date be needed?
o Will food & beverage be needed?
o Will audio/visual equipment be needed?
o Will exhibition space be needed?
Meeting
o Determine your meeting room size for the meeting
o Determine meeting time, duration
o Determine attendees number
o Determine the meeting agenda for the event per day
o Determine the set up arrangements (reception, theater, U shape, classroom, conference, banquet and hollow square)
o Determine Audio / Visual requirements
o Will executive Majlis for VIP required with set up and catering
o Is internet required?
o Will simultaneous translation facility required if yes determine quantity and languages
o Will flower arrangement be needed
o Check the parking space
o Will video recording / photography needed
o Will additional security and cleaners required?
Food & Beverage
o Determine number of people to be served at the event and at what time
o Determine menu options
o Determine lunch/dinner service options (buffet lunch, cocktail reception, gala dinner, standing lunch, silver service)
o Determine number of coffee breaks and its location
o Will coffee/tea & water be needed throughout the meetings
o Advise the organizers of any special dietary requirements
Billing & Payment
o Check the deposit & payment terms and conditions with the venue at time of booking inquiry and confirmation
