You booked the room. You built the agenda. You sent the invitations.
Now the big day is here… and your brain is racing with a hundred tiny details.
Did we test the projector? Where are the markers? Who’s greeting guests? Is the catering on time?
Here’s a simple, practical day-of checklist you can use for almost any on-site meeting, training, or event.
Before you leave home
- Double-check the start and end time.
- Bring your laptop, power cord, and any adapters.
- Pack a backup copy of your presentation on a USB drive or in the cloud.
- Print a few extra agendas and handouts.
- Wear something you can move in (you’ll be on your feet more than you think).
When you arrive at the venue
Aim to arrive at least 45–60 minutes before guests.
- Find your room and contact person. Introduce yourself to the front desk or event staff.
- Check the layout. Are the tables and chairs set the way you requested? If not, now’s the time to adjust.
- Room comfort:
- Set room temperature to a comfortable level.
- Check lighting: can people see the screen and still read notes?
AV and tech run-through
Don’t assume anything. Test everything.
- Connect your laptop to the projector or screen.
- Run through your slides — especially any videos or audio.
- Test the microphone(s). Walk around the room and listen for feedback.
- Confirm Wi-Fi details and password; write it somewhere visible.
- If you’re running a hybrid meeting, test the camera and audio with someone joining remotely.
Registration and signage
Small touches make people feel taken care of.
- Place directional signs from the building entrance to your room.
- Set up a registration or welcome table near the door.
- Put out name tags and pens if you’re using them.
- Have a printed agenda at the entrance or on each table.
Food and beverage
- Confirm arrival time with catering.
- Decide where coffee, water, and snacks will be placed so they don’t block entrances.
- Make sure there are trash cans nearby.
- If you have dietary-specific items (gluten-free, vegetarian), label them clearly.
During the event
- Start on time, even if a few people are late. It sets the tone.
- Introduce yourself and the schedule. Mention breaks and Wi-Fi.
- Assign someone to watch the clock and help you stay on schedule.
- Leave time for Q&A and informal conversations — that’s often where the real value happens.
If something small goes wrong (it will), don’t panic. Smile, acknowledge it, and move on. People remember how you make them feel, not whether every minute went exactly as planned.
After everyone leaves
Before you walk out the door:
- Collect leftover materials, name tags, and handouts.
- Check for personal items guests may have left behind.
- Confirm with venue staff that everything is closed out.
- Send a quick thank-you email to attendees and ask for feedback while it’s fresh.
A great venue and support team will handle a lot of these details with you. But showing up with a day-of checklist means you stay calm, organized, and present — and your guests feel the difference.