Event Checklist

Here are our top tips for your event planning checklist, however further assistance can be gained from your MCEC sales manager or event planner.

Selecting a date

• Avoid public holidays and major events
• Be as flexible as possible with dates; selecting off-peak periods may reduce costs
• Make bookings well in advance

Working with the MCEC

• Meet with a sales manager and do a thorough site inspection
• Check what services are available in-house such as audio-visual and food and wine. Request price lists
• Ensure that adequate space is available for your program, eg. facilities for plenary sessions, breakouts, lunch, dinner, morning and afternoon teas and exhibition space
• Allow for minimum and maximum delegate attendance
• Check booking conditions including payment terms, keeping in mind your cashflow from delegate registration.

Selecting accommodation

• Choose  accommodation in Melbourne  that is easily accessible to the venue. Hotels that are close to the venue will minimise transportation costs
• Check booking conditions such as payment terms, minimum and maximum room blocks and room release policies

Selecting professional assistance

• Approach more than one professional organiser to gain a comparison on the services provided and associated costs
• Ask tenderer to specify all services provided, eg, registration, event promotion, bookings and travel, event management, venue liaison, budget management and sponsorship. Request fee/commission structure
• Check references from previous events. Ask for credentials, accreditation and memberships. Check if they specialise in certain industry sectors

For a comprehensive booklet on Melbourne Professional Organisers, please contact the Melbourne Convention and Visitors Bureau on (61 3) 9693 3333 or visit their site at www.mcvb.com.au