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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


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


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


  • 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)


  • Toilet paper
  • Soap
  • Paper Towels
public/checklist_for_meeting_organization.txt · Last modified: 2017/09/25 14:42 by Claus Stadler

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