This is a checklist for features, items or to-dos you need to take into consideration when planning your event. Please, feel free to add your own or expand on others already mentioned.

In time, we hope that this checklist also becomes a crucial database for resources (venue reviews, suggestions for catering, speakers etc.)


Venue

• Venue selection and rent (note possible pre-payments)
• Electricity (also adapters and extension cords)
• Internet access (WLAN or cable, capacity)
• Technical needs: beamer, screen, flip chart, notepads, pens, etc.
• Technical support
• Catering (morning coffee, lunch, afternoon coffee, refreshments)
• Permission to use roll-ups, posters, etc.
• Place for registration & info desk
• Cloakroom
• Meeting rooms
• Parking facilities

Promotion

• Event web site with agenda, venue information, registration form
• Invitation email
• Promotion in relevant online event calendars
• Banners in relevant web sites
• Articles in relevant online media
• On-site advertising (e.g. posters on walls at university)
• Invitation and info to external speakers

Deliverables, materials

• SDK etc. on memory stick, CD-rom, Bantora site, etc.
• Brochures
• Booklets (e.g. from Symbian Press)
• Giveaways
• Roll-ups, posters
• Registration list (registrations, participants, cancellations, no-show)
• Participants list for delegates to view (only by permission)
• Badges (printed & Dymo)
• Signs for registration, info, meeting rooms etc.
• Plastic holders for signs
• Office supply box
• SIM cards
• TV out cables

Other

• Confirmation email to participants with pre-requirements reminder
• Devices for coding exercise
• Devices for prizes
• Licenses
• Brief to external speakers
• Gifts to external speakers

Travel & accommodation

• Hotel recommendations
• Pre-booked accommodation

Follow-up

• Feedback survey to participants