Holding Pre-Conference Meetings

Before you go to your conference location, meet with your staff to review information about the conference location, activities, and program. The information should include:

• name, address, and phone number of all meeting locations;
• staff arrival and departure dates and times;
• emergency preparedness plan;
• floor plans of meeting space;
• summary of events and room assignments;
• on-site job responsibilities.

Hold a pre-conference meeting at the location with your team, the key staff from the meeting location, and conference contractors. The purpose of this meeting is to confirm arrangements for the conference made previously and inspire teamwork. Small conferences usually hold this meeting 24 hours prior to the first event, while large conferences may hold this meeting one week in advance.

• Ask each person to introduce themselves.
• Describe your organization.
• State the purpose of the meeting.
• Review key information, such as meeting attendance, exhibits, and hours of operation.
• Distribute the meeting program.
• Go over the details of each event in chronological order, beginning with VIP arrivals and board and committee meetings.
• Review the location's emergency preparedness plan and the security and safety operations, including medical emergency calls and first aid.
• Discuss catering, audio/visual, exhibits, and other arrangements.
• Provide a summary of the meeting requirements.
• Allow time for questions and answers.

IEEE is ready to help. If you have questions about holding pre-conference meetings, please contact IEEE Meeting and Conference Management (MCM).

Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.

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