Audio Visual Meeting Checklist
(To be completed by Meeting Management Company) |
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Category / Task |
Comments |
Primary Planning |
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Type of Meeting |
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Date/time/length of meeting |
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Meeting Coordinator |
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Hotel Catering Contact |
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Meeting Name |
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MMC Planner/Phone # |
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Location |
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Hotel |
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Meeting room format (classroom, theatre, horseshoe) |
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(To be completed by Meeting Coordinator) |
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Category / Task |
Required-Y/N & Date Due |
Comments |
Owner of task |
Completed Date |
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Audio conference |
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Operator assisted…Y or N (if >20 connections & Q&A-Operator suggested) |
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Listen Only |
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Q & A Session at any point |
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Net Conference (MCI hosted Placeware) |
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PowerPoint Presentation |
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Overheads |
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On site Speaker(s) – Who |
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Remote Speaker(s) – Who |
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Audio Clips |
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Video Clips |
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Survey (Printed hard copy or online) |
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Audio Recording requested (CD or cassette) |
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Brainshark Replay requested |
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Transcript requested |
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Equipment |
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Projector(s) requested |
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Number of screens/size |
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Microphone - Lapel - Quantity |
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Microphone - Handheld – Quantity and Runners identified |
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Audio recording equipment |
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Category / Task |
Required-Y/N & Date Due |
Comments |
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Equipment (con’t) |
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Video recording equipment |
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Confidence Monitor / TelePrompter |
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VCR /TV |
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Podium |
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Stage |
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Overhead projector |
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Flip charts, markers |
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Table/chair(s) |
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PC(s) for presentation, Placeware, backup – who will provide? |
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Music requested to be played as audience enters room |
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Projector(s) requested |
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Remote Sites (more than 4 people) |
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Polycom |
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PC laptop |
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Screen |
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Projector |
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Activities |
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Remote access / audio & net details
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Other |
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Print materials (Hand Outs) |
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Audio Interpreter - determine who will meet them at the door |
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Interpreter - Language |
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Registration - Forms |
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Registration - Badges |
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Coat stands, tables |
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Security |
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Entertainment |
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Tokens / Prizes |
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Attendees |
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Dress Code |
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Invitees: |
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Please complete this document and return to DePrez Travel