Checklist for Meeting / Event organization

In advance

• Create an attendance list with:
  • Dietary preferences (vegan, vegetarian, kosher, halal, etc)
  • Arrival and Departure times
• Room reservation on basis of that list
• Organize WIFI
• Book dinner / lunch if there are many attendees
• Organize catering if neccessary
• Prepare a list for attendees to sign (eases or even enables reimbursement)
• Possibility to get special rates at hotels?

• Key Information to be included in the Agenda
  • Dates + Starting / Ending Times
  • Venue
    • Instructions on how to find the venue
    • Suggestions of local transports
  • Phone number of local contact(s)
  • WIFI credentials

A reasonable time before the start of the meeting

• Put out direction signs to guide people to the meeting room
  • For dissemination purposes: Direction signs visible to the public should include: project logo, partner logos, website URL, QR code
  • Consider that someone may have to unlock doors

At the meeting

• Pass around the signature list

Equipment

• Beamer
  • Adapters (e.g. VGA, HDMI, USB-C, Thunderbolt)
• For remote sessions: Speakers, Microphone, Camera
• Power plugs / extension cords
• Possibly extra routers

Supplies

• Coffee cups
• Water glasses
• Napkins
• Spoons / Stirs (for the coffee)

Foods

• Drinks
  • Coffee
    • Milk
    • Cream
    • Sugar
  • Tea
    • Tea bags
    • Waterboiler
    • Clean thermos bottle (don't use one for coffee, as it will negatively affect the taste)
  • Water (still, medium, sparkling)
  • Juices
  • Optionally: Soft drinks, e.g. Coke
• Snacks, e.g.
  • Cookies
  • Nuts (e.g. Peanuts, Cachews)

Bathroom

• Toilet paper
• Soap
• Paper Towels