If you’ve ever been in charge
of planning a meeting or other event, you know that there’s many things to think
about and a lot of work to do. Here’s a few Meeting Checklists to help you stay
organized. Some tasks won’t apply to every situation, and there will be other
times when you’ll have many tasks to add. At the least, these lists can get you
headed in the right direction.
Before the Meeting
____ Clarify your purpose for the meeting
____ Draft agenda for meeting
____ Identify potential group members
____ Identify a facilitator (if needed)
____ Select date, time, and site for meeting
____ Notify group members of meeting
____ Identify and invite resource people
____ Prepare materials for the meeting
____ Arrange for visual aids
____ Arrange for food and beverages
____ Arrange for signs (if needed)
____ Confirm site arrangements
____ Follow up with facilitator & resource
people on arrangements, materials and introductions
____ Prepare agenda and evaluation form
____ Check on equipment and supplies
____ Write (or collect from speakers) the
____ Arrange for parking
____ Supervise delivery food, refreshments
On the meeting day
____ Inspect room for correct set-up,
temperature and lighting
____ Hang/set out signs
____ Double-check audio visual equipment
____ Handle any problems with food,
refreshments, room, audio visual equipment
____ Hand out evaluations
After the Meeting
____ Supervise return of visual aid equipment,
supplies and resource materials
____ Arrange for payment of bills, if any
____ Collect and analyze evaluation forms
____ Send thank you letters to resource people,
speakers, and others who helped
Supplies and Equipment
____ Handouts and other visual aids/props
____ LCD Projector
____ Laptop computer
____ CD, disk with PowerPoint presentation
____ Flipchart easel and paper pad
____ Magic Markers
____ Masking Tape
____ Overhead projector
____ Extra bulbs for projectors
____ Slide projector
____ Extension cords & adapter
____ Tape recorder
____ Name Tags
Selecting a site
When searching for potential meeting sites
consider the following criteria.
____ Proximity: How close is this site to the
largest number of group members?
____ Cost: Is there a charge for using the site?
____ Flexibility: Are there extra rooms nearby
if we need them for break outs?
____ Accessibility: Is the site easily
accessible to people with disabilities?
____ Food and refreshments: Can food and
refreshments be provided on site, in the room, or nearby? Are their vegetarian
or special dietary need choices?
____ Parking: Is parking convenient? Is parking
free, or does it require payment or a permit?
____ Visual aid equipment: Does the site have
equipment on hand? Is it free or is there a fee?
____ Experience: If you used this site before,
was the experience positive or negative? If negative, can those earlier problems
Evaluating a potential
As you check out different meeting spaces,
consider these questions.
____ Atmosphere: Is the room cheerful and
inviting? Does it have outside windows?
____ Layout: Is the room large enough for your
____ Furniture: Are the chairs comfortable for
longer meetings? Is the furniture moveable?
____ Conveniences: How far away are the rest
rooms, fire exits, vending machines, elevator, stairs?
____ Lighting: Is there sufficient lighting? Can
the room be darkened easily for audio visual presentations?
____ Noise: Is the room free of excessive noise
____ Outlets: Are outlets available for your
equipment? If not, are there extension cords available?
____ Heating and Cooling: Will the temperature
be appropriate and can you control it yourself?
____ Telephone: Is there a phone nearby for
participants to use privately? are there pay phones nearby? Is there a phone in
the meeting room (and do you want one there)?
Recording using a
• Position the flipchart so everyone can see it.
Walk to different parts of the room to check for readability.
• Stand at an angle to the easel as you write
and then stand to the side while listening to the next speaker.
• Write in large block letters at least 1 1/2
• Leave about two inches or more between lines.
• Use several colored magic markers.
•Support the facilitator. Work cooperatively.
• Listen to the comment. Then write.
• Be brief, but try not to evaluate or edit the
• Abbreviate words and use symbols but make sure
the group understands them.
• Highlight key words with contrasting color
• If you aren't sure how to spell a word ask for
• As a sheet is full, tear it off and tape it on
a wall. Ask someone else to help you with this task.
Sources: SCS Informational Booklet, Pre-Meeting
Arrangements and Visual Design