Planner's Checklist

This checklist will guide you through the planning process. Each item below is detailed in the Planners Information Guide. If you have any questions, call the event supervisor assigned to your event.


Booking: Call the Booking Manager at 279-7007

  • Provide a copy of last year’s annual meeting and convention resume
  • Submit your floor plan to the Fire Marshal for approval before selling booths

9 months out

  • Provide a copy of your Fire Marshal approved floor plans to your Event Manager
  • Review services and policies with our in-house service providers
    • Centerplate (Food & Beverage)
    • Facility Services (AV, Telecommunications, Electrical)
  • Provide preliminary information on outside service suppliers

6 months prior to your event

  • Schedule a site visit / planning meeting with your Event Manager
  • Provide any revised floor plans
  • Contact TicketsWest regarding ticket sales
  • Discuss preliminary Food and Beverage requirements with Centerplate
  • Submit an exhibitor service kit and exhibitor list.

3 months prior to event

  • Submit preliminary meeting room and Ballroom schedule and set-up requirements for review
  • Submit rigging plans for consideration
  • Submit preliminary AV, telecommunications and equipment rental needs.
  • Finalize outside service contractor arrangements

30 days before event

  • Submit a list of disabled guests and their needs
  • Submit Certificate of Insurance
  • Submit final AV, telecommunication and equipment rental requests
  • Final agenda, set up and event requirements are due.
  • Final Exhibit show diagram and exhibitor list are due.

One week prior: Hold a pre-convention meeting

  • Discuss any changes to event requirements / set up
  • Discuss First Aid location

On site during event

  • Receive keys needed for event
  • Move-in inspection
  • Move-out inspection

Within one week after the event

  • Post Convention Meeting
Green Practices