Your Conference Planning Checklist

Melbourne Events Venue | Corporate Events | Your Conference Planning Checklist

YOUR CONFERENCE PLANNING CHECKLIST

Looking for your conference planning checklist. The day of your big conference is finally approaching, and your nerves are probably a bit frazzled as the big day draws nearer. Are you forgetting something, do you have everything you need, and will there be any last-minute problems with the event?

Whoa, there! Slow down, take a breath, and take a moment to go over the checklist below to ensure that you’ve got everything ready for the big day.

Your Conference Planning Checklist

YOUR CONFERENCE PLANNING CHECKLIST

DO YOU HAVE?

PROJECTORS

This includes the overhead projector, the projection screen, and the stands. Don’t forget the remote control – it makes it easier for you to control the projector.

VIDEO EQUIPMENT

You may need a DVD player, VHS player, and a large TV screen if you plan on playing any video footage.

VIDEO CONFERENCING EQUIPMENT

You’ll need  microphones, the telephone set, a screen, and a webcam.

COMPUTERS

A laptop can be handy if you need a portable computer, but you may also want to have a desktop set up for reliable computing. Don’t forget a keyboard, mouse, and computer screen – plus computer speakers just in case.

SOUND EQUIPMENT

You’ll need microphones and headsets, a few speakers, a mixer, and all of the necessary cables to set up a complete sound system.

LIGHTING

If the conference venue has simple overhead lighting, you may need a spotlight to shine on the speaker, lights for your party event, etc.

OTHER EQUIPMENT

Think laser pointers for guests giving presentations, flip charts, and slide trays.

Your Conference Planning Checklist

Your Conference Planning Checklist

Check all of these items off the list, and you’ve got all the equipment you need!

TECHNICAL CHECKLIST

  • How many plugs are available around the room? Will they be enough for all of the guests attending the event?
  • Is there a sound system built into the conference room or party hall? Will it be sufficient for the event, or will we need more?
  • How sound-proof is the room? If you’re going to be holding an event that involves a lot of noise, will it bother other events held at the venue? Will other events in the building bother you?
  • Is the ceiling high enough to accommodate overhead projectors?
  • Sufficient ventilation, air conditioning, and heating?
  • Enough natural light, or is the overhead lighting sufficient for the hours that your guests will spend in the room? Can the curtains or shades be drawn to block out light, and how dark can you make the room?
  • Is there additional equipment available should I need it? Are there staff members that can help solve equipment problems should they arise?
  • Is my company responsible for any stolen, lost, or damaged equipment? Is there a CCTV surveillance system in place to provide security for my event?
  • How early can I access the room to begin preparations for the event?

Need help planning your event? Red Scooter is one of Mebourne’s premier event planning companies, and we’ll help you make your event go off without a hitch…

ABOUT THE AUTHOR

WHY IS RED SCOOTER MELBOURNE’S MOST POPULAR WAREHOUSE VENUES FOR EVENTS?

It boils down to one simple thing: our mothers raised us right!

Our mums taught us to:

Be considerate of others and their things

 Treat others like we want to be treated

 Go the extra mile to make people happy

Thanks to these simple life lessons, Red Scooter has made it a point to go above and beyond to give each customer EXACTLY what they want.

THERE’S NO PARTY LIKE A RED SCOOTER PARTY!

An award-winning venue, with flexible style, unique décor, and tip-top service.

Creative and professional event planners who work with you to create a function that will blow your guests away with fun and entertainment.

Top-quality catering and service, from signature cocktails to on trend food carts.

If you want only the best for your events in Melbourne, you should make Red Scooter your first choice.

OUR AWARD WINNING VENUE IS AVAILABLE FOR YOUR EXCLUSIVE USE

LOOKING FOR MORE?

The Your Conference Planning Checklist ideas listed here are only a sample of what Red Scooter The Unique Events Venue can provide at our New York inspired warehouse venues. We can tailor any function package to suit your needs – and this is only limited by your imagination. We specialize in making every occasion a unique experience – from your guests arrival to the last dance we will help bring your dreams to life at Red Scooter.

 Visit us just outside of Melbourne’s CBD, and talk with our professional event planners to see how our award-winning event planning service can help you create the function of your dreams! Your satisfaction is our guarantee, and we’ll take all of the stress off your plate – freeing you up to enjoy the celebration you deserve.

 Our convertible warehouse chic event space allows you to put your best event forward. With modern, customisable venues for up to 380 people. Each of our venues lends itself as a blank canvas for you to fully customise.

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OUR FOOD CART BROCHURE

Learn about the latest trends in event catering

AND OUR HISTORY OF EXCELLENCE

Red Scooter is proud of its achievement being voted the Best Function Venue according to Restaurant and Catering Victoria. We have also been commended as The Sustainable Business Award from the Environmental Protection Agency for our responsible environmental practices.

“WE STRIVE FOR A NEW YORK VIBE – AN EXCITING, COLOURFUL, SPARKLING MELTING POT OF CULTURES, CUISINE AND DÉCOR…”

Eammon Hamilton – Director of First Impressions

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