Logistics for Host Presentation

The following is a checklist that may be helpful in hosting your meeting:

LOCATION:

Where: _____________________________________________________________

Contact person: ______________________ Phone: _________________________

Parking/Transportation suggestions: ______________________________________

____________________________________________________________________

FOOD/DRINK:

Breaks:_________________________ Meal(s):______________________________

For how many: _________________ Person responsible: _____________________

Special dietary needs: __________________________________________________

Delivery time: ________________________________________________________

ROOM SET UP:

	Conference-style seating so everyone can see each other – “O” or square shape
	Two flip charts, markers, and masking tape to post charts
	Optional – overhead projector/screen – check with Chair to determine need
	NOTE: Gil needs to do his set up at least 45 minutes before the scheduled arrival of members. He also will need about 30 minutes at the end of the meeting to pack up.

CHECK FOR OUTSIDE DISTRACTIONS:

Eliminate outside distractions such as

	Telephone ringing inside meeting room
	Voices/noise from adjacent rooms/hallways
	P.A. system with piped in music or announcements

GENERAL SUGGESTIONS FOR HOST:

	If making conference room reservations, please use “Vistage” name for easy access.
	If appropriate, have directional signs posted for Vistage meeting.
	Have coat racks available when guests arrive.
	Tell people where washrooms are located.
	Keep to your time schedule for breaks and lunch.
	Make arrangements to have someone deliver phone messages to you or to the other participants only during breaks.