Conference Check List Hemisphere Conference Centre & HOTEL Melbourne
Conference CheckList
In order to guarantee your desired outcomes and objectives are achieved, it is important to ensure that all of your event details are well prepared. Our team has compiled this event checklist to assist you with your arrangements.
Prior to making your tentative booking at Hemisphere, there are some important factors to consider, including;
- Preferred date/s
- Budget
- Approximate number of delegates
- Purpose & desired outcomes for your event
Once these factors have been established and your tentative booking has been made, the following details are required in order to prepare an accurate quotation for your event;
- Agenda
- Room set up & breakout requirements
- Audio visual requirements
- Exhibitor requirements
- Catering requirements, including day and evening catering
- Accommodation requirements, including check in & check out dates [if available]
Desired time-line following receipt of suitable quotation;
2 weeks after quotation receipt; Return signed Confirmation Agreement & deposit payment in order to confirm your event
30 days prior to event; Provide preliminary rooming list & accommodation charge checklist for accommodated guests
2 weeks prior to event; Finalise specific detail for your event, your Account Executive will require the following information from you;
- Name of representative/authorised signatories for the day
- Room set ups and audio visual requirements
- Specific floor plans [as required]
- Exhibitor details & requirements, including set up and pack down times
- Estimated delegate numbers
- Agenda, including catering timings
- Signage requirements
- Catering selections, including specific dietary requirements
- Confirmed accommodation rooming list
- Title of event
- Notification of deliveries
- Consider a welcome to country
2 business days prior to your event; Confirm final delegate numbers
During your event;
- Meet with a member of our events team in the morning to run through any unexpected alterations to your event
- Focus on your objectives for the day
- Relax and allow our front of house team to focus on the operational aspects of your event
Following your event;
- Collate delegate feedback, and provide event feedback to Hemisphere
- Retain feedback and notes, to be utilised when planning next event
- Check final invoice details are in order
- Pay accounts for services and suppliers
