CHECKLIST FOR

ORGANIZING WORKSHOPS
(SEMINARS,CONFERENCES
AND OTHER EVENTS)
PLANNING THE WORKSHOP

 FORMULATE AND DEFINE THEMES AND SUBJECTS OF EVENT

 AGREE AND SETS DATES
 RECRUIT ORGANIZING WORKING GROUPS , ENSURE SUPPORT
WITHIN YOUR ORGANIZATION
 RECRUIT CONFERENCE STAFF/ASSISTANTS
FINANCIAL PLANNING
 DETERMINE BUDGET LIST ALL COST AND IDENTIFY SOURCES OF
FUNDING/INCOME TO COVER THE FOLLOWING ITEMS
 HIRE OF VENUES
 CATERING, MEALS ,LUNCHES ,TEA AND COFFEE BREAKS ETC
 CONFERENCE STATIONERY
 TRANSLATION SERVICES AND EQUIPMENT
 EVALUATION REPORT AND PUBLICATION OF RESULTS OF WORKSHOP
 LOCAL ACCOMMODATION FOR NON PAYING DELEGATES
 TRANSPORT REQUIREMENTS, SHUTTLE, BUS/FROM VENUE/TRANSPORT
SITE VISITS
 OPPORTUNITY TO PROVIDE BURSARIES AND COVER THE COSTS OF
PARTICIPANTS WITH APPROPIATE BACKGROUNDS AND/OR
EXPERIENCE THAT WOULD BE USEFUL TO INCLUDE AND HELP ACHIEVE
THE WORKSHOP OBJECTIVES.
 CONTACT POTENTIAL FUNDERS
 ESTABLISH APPROPIATE SYSTEMS TO CONTROL AND ACCOUNT
FOR ALL FINANCIAL TRANSACTIONS. THIS MUST INCLUDE, AS A
MINIMUM, A LIST OF CONFIRMED REGISTERED PARTICIPANTS
DETAILING THE AMOUNT PAID AND WHEN THIS WAS RECIEVED
TARGETTING THE RIGHT AUDIENCE
 PREPARE A BRIEF PERSON SPECIFICATION THE TYPE OF PEOPLE YOU
THINK WILL BENEFIT MOST FROM ATTENDING
 RECRUIT CHAIRPERSONS
 INVITE VIPS AND OTHER OFFICIALS
 INVITE KEYNOTE SPEAKERS
 DETERMINE WHO IS WELCOMING VIPS AND OTHER OFFICIALS
 RECRUIT OPENING ADDRESS AND KEYNOTE SPEAKERS, AND
PANELISTS
REGISTRATION AND MAILING
 WORKSHOP REGISTRATION, SET DEADLINE
 CONFIRM METHOD FOR REGISTRATION, NORMALLY BY EMAIL OR
THE MAILING ADDRRESS FOR REGISTRATION FORMS
 CREATE REGISTRATION FORM THROUGH ALL ESSINTIAL
INFORMATION
 WITH REFERENCE TO THE BUDGET, ESTABLISH THE REGISTRATION FEE
AMD THINK ABOUT ;
o LATE REGISTRATION FEES
o DISCOUNT FEES FOR STUDENTS ETC;
o BURSARIES
o DEPOSITS AND FINAL PAYMENTS ; DEADLINE
o SPECIFY PREFERRED CURRENCY AND METHODS OF PAYMENT
o CANCELLATION AND REFUND CONDITIONS
FINAL REGISTRATION
 ENSURE ALL REGISTRATION FORMS RECEIVED HAVE BEEN
PROCESSED AND RESOLVE ANY QUERIES;
 SRND FINAL CONFIRMATION OF REGISTRATION TO PARTICIPANTS
 COMPILE FINAL LIST OF REGISTERED PARTICIPANTS;
 REPOST UPDATED LIST OF PARTICIPANTS TO CONVENERS
 PRODUCE NAME BADGES WITH PARTICIPANTS FIRST NAME,FAMILY
NAME, AND COUNTRY OF ORIGIN
 PRODUCE NAME BADGES FOR WORKSHOP STAFF
FINAL MAILING
Contents of final mailing:
Workshop title, dates, location;
Description of workshop venue (facilities);
Postal address, telephone and fax number, e-mail address of lead
contact;
Reception arrangements and registration desk opening hours;
Hotel and other accommodation details and locations relative to
workshop venue – a map is always useful;
Any off-site workshop venues and arrangements for local transport
etc:
COMMUNICATION AND PROMOTION
 Confirm all acknowledgements, including logos to be including logos to be
included on all material for the workshop – flyers, reports, adverts, website
announcements, posters etc;
 Prepare a brief description of the event and use as the basis for internal
communication (within your own organization);
 Compile mailing list of specialist/trade journals;
 Compile mailing list of people useful to invite – a ‘hit list’ of people desirable
to have attend, e.g. national official, EU official, specialists etc;
 Recruit graphic designer to help with production of promotional material;
 Create first announcement/workshop flyer, including challenge, outcome,
venue, date and pre- registration deadline;
 Print first announcement circular and pre-registration form;
 Mail first announcement circular and pre-registration form;
 Ensure kinks established on appropriate websites as an outlet for news about
the workshop.
LOGISTICAL MATTERS
 Identify suitable workshop site and venue – take into account remoteness of venue and ease
of travel to and from venue for international participants;
 Determine the need for break-out rooms and their capacities;
 Negotiate prices and requirements and provision of equipment with venue staff – check
scope for delegate day rate and reduced cost/ no cost for meeting rooms etc;
 Take options on selected workshop venue – make provisional bookings wherever possible;
 Recruit working group(s) and/or committee(s);
 Verify hotel-booking arrangements – it strongly recommended that participants are
responsible for booking their own flights and accommodation. (The only exception may be to
offer to book accommodation for invited guests.) A list of convenient, local accommodation
with a range of prices should be provided;
 Where transfer to the venue for the workshop is beneficial and possible, check incoming and
outgoing train/ flights times etc and make appreciate arrangements (coaches/ buses/ taxis
etc.). For all participants, describe how to get to venue of workshop form main points of
arrival;
 Check and arrange special transport for officials and/or delegates from and to airports etc;
 Determine catering facilities (coffee, tea ,drinks, snacks, lunches, dinners, conference dinner)
and likely requirements;
 Hire caterer- verify special meal requirements (dietary, vegetarian,kosher etc, extra costs)
 Contact suppliers of appropriate promotional items-bags, pens, hats etc;
 Contact local tourist information agency
 Determine events for evening and opportunities for social interaction facilities for disabled
PLANNING AND PREPARING THE
PROGRAMME
While developing the programme and its content, remember to check where appropriate, the following
elements:
 Confirm who will make the opening address and welcome
 Plenary sessions
 Parallel working sessions/break-out groups
 Poster and display set-up
 Time within venue and required to move from one location to another etc;
 Transportation and how to get to the conference site: by air, train, local public transport, car:
o Provide clear, concise route description
o How and where to get tickets for public transport-indicate options and ticket prices;
o Consider shuttle transport from and to terminals (airport, railway station)- may be a cost, but it can be very
helpful in stopping people getting lost and delaying the programme;
o Timing of the call for papers, posters and abstracts
o Deadline for submission of abstracts/ speaker biographies etc for inclusion in pre-workshop information;
o Availability of or need for guidelines for presenters/ speakers-amongst other things this should confirm;
o Length and duration of presentations
o Responsibilities of the speakers before and the after the presentation
o Advice on audience numbers, description of venue and technical facilities;
• Guidelines on display facilities for information and literature about
participating organizations and their work-posters, flyers, reports etc.
• Confirm things such as;
 Size of diplay areas / poster boards
 Mounting system at poster boards
 Arrangement to set-up and dismantle displays
 Preferred formats for text, lettering, banners etc;
• Post workshop reporting:
 Give clear advice on editorial requirements;
 Confirm a deadline for submission of reports
• Consider the need for receptions, depending on when any officials,
special invetees or dignitaries, for example, are arriving;
• Preparations, venue, style, format and timing etc of a conference
dinner. (Remember to confirm date, location, timing etc, and
consider all costs and who will cover them within the available
budget. A sponsor may be appropriate for this, especially as it is likely
to be ineligible expenditure for most funders)
• Appropriate entertainment;
• Parking facilities (parking lot, tickets);
• Transport to and from conference venue and hotels
Additional information, which may be of use to participants
 Electricity (voltage, plug-socket system)
 Telephone/fax/e-mail facilities for participants
 Public telephone facilities (cards, coins, tokens)
 Photocopy facilities
 Emergency numbers (police, fire, ambulance)
 Medical services
 Climate in the workshop period and advice for participants on clothing;
 Money – currency information, exchange facilities etc.;
 Access to cash dispensers and credit card facilities;
 Need for each individual to ensure they have their own travel insurance;
 Visa requirements and clear statement that it is the responsibility of each individual
participant to ensure they secure the appropriate visa.
CONVENTION STATIONARY
Apart from the contents of the workshop pack, only badges are essential in the
following list. The other items listed here are subject to available budget and the scale
of the event being planned;

• Badges with clip/pin combination;

• Pens (or other promotional materials);
• Folders;
• Clip boards;
• Event (conference) bags.

[NOTE – for ordering purposes, the number to order = participants + keynote speakers
+workshop staff press + assistants + sponsors + some spares.]
WORKSHOP PACK CONTENTS
 Note paper;
 Up-to-date programs;
 List of participants;
 Up-to-date logistical information;
 Copy of evaluation form.

VENUE RELATED ACTIVITIES

• Signs to meeting room and other areas;
• Prepare display area for promotional stands etc.;
• Set-up registration desk and ensure access to telephone, photocopiers, printers, first-aid supplies etc.;
• Take stationery box – pens, marker pens, scissors, tape, blue-tac, paper, post-its etc. – as well as last minute registration
forms, public transport time tables, city map and a list of all staff and their mobile phone numbers;
• Confirm arrangements for messages – a message board is often useful;
• Ensure workshop staff are familiar with emergency evacuation procedures, toilets and other service and etc.;
• Co-ordinate the timing of coffee/tea breaks and meal services
• Co-ordinate staffing of the registration desk
• Co-ordinate assistance in the meeting rooms
• Briefing with workshop venue staff
• Meet and greet arrangements for speakers, especially to provide technical support for those making presentations;
• Brief chairpersons and all speakers.
 MEETING ROOMS(S)
 Confirm requirements for break-out discussion or meeting rooms – flipcharts, white
board(s) and special markers;
 Ensure glasses of water and/or soft drinks for chairpersons, speakers and panel
members;
 Check seating and room-layout has been arranged as require, as far in advance as
possible of individual programme elements;
 Consider need for interpreter booths.
TRANSLATION REQUIREMENTS AND
FACILITIES
 Determine lead language for the workshop – most commonly this is English
for international events;
 Determine need of interpreters and the number of language to be
translated
 Contract translation equipment provider for price offer
 Discuss number of necessary interpreters based on estimate participation
levels and also the range of language for which a translation service will be
provided;
 Agree the need for interpreter booth and their locations in meeting room(s);
 Determine translation equipment;
 Negotiate and confirm all translation requirements in a contract agreement
with translation services provider;
 Verify arrangement/ requirements for board and lodging for interpreters;
 Provide interpreters with copies of all formal papers in advance of the
workshop, including copiesof the programme and agendas for any
meetings taking place as part of the workshop.
 PHOTOGRAPH(S)
 Looks through the entire programme and consider when and where it would be
useful to have photographs;
 Make contact and enter an agreement with a photographer-this may be a local
member of staff rather than an official photographer to keep costs as low as
possible, but, for formal events, especially involving officials and dignitaries, a
professional photographer is worth considering;
 If contracted-out, this should be a written confirmation, including;
1) Acceptance of offer
2) Conference site
3) Shooting date and time
4) Estimated group size
5) Size and number pf photographs required
6) Black and white or coloured
7) Delivery date
 If the conference site has no house photographer, the involved photographer
should visit the conference site in advance to determine the best in-and outdoor
shooting sites
PRESS RELEASES/ PRESS CONFERENCE

 Draft press releases and consider means of dissemention-via

participants, own media contacts, those of others participating.
This can be a very formal expectation and requirements, especially
for visiting dignitaries and officials;
 Compile mailing list for press release
 Consider the need for a press conference-site, date and time
 Determine a lead contact (official) spokesperson;
 Make arrangement for press to interview VIPs, officials, speakers,
etc.
OTHER INFORMATION

 With the possible exception of speakers or invited dignitaries,

organizers should encourage participants to book their own
accommodation as it saves a huge amount of work for workshop
organizers. However, it is helpful to compile a list of local hotels
and other accommodation available within easy walking or
travelling distance of the workshop venue. This should aim to
cover a range f budgets and provide a link to appropriate
websites etc;
FOR ALL POSSIBLE ACCOMMODATION,
PROVIDE THE FOLLOWING INFORMATION

 Name, address, telephone and fax numbers, e-mail address;

 Distance to conference venue;
 Public transport to conference venue;
 Last public transport services (working days, Saturday, Sunday)
from workshop venue
Additional considerations for the following types of
accommodation may apply
1. Student residences:
 Availability of single, and double rooms;
 What to bring – sheets, towels, sleeping bag;
 Breakfast and other meal facilities;
 Other facilities;
1. Youth hostel(s)
 Availability of single, and double rooms, and dormitories;
 What to bring: towels, sleeping bag, toilet paper;
 Availability of rental sheets;
 Breakfast and other meal facilities;
 Other facilities