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Sending
Everybody Home
Obviously,
your final duty at the event is to ensure that everyone
goes home as arranged and in the right mood, and that
everything is tidied up behind them – sometimes easier
said than done!
Have
arrangements been made for speakers and their partners
to leave at the end of the conference?
At what time do they have to be out of their rooms?
Do they know? Remind them, if necessary! What happens
if items are left behind? Will they be given to you?
Tell them to check before they leave.
Does
your responsibility cease as soon as they set off? What
happens if their transport breaks down on their journey?
Can you help them? Are they being driven home? Is everyone
aware of the arrangements? Do standby arrangements exist?
What
about delegates and their partners? Have similar arrangements
been made for them too?
Is
the time when they should vacate their rooms known by
everyone? If not, it is your job to tell them. Lost
property? Check before they leave. Anything left behind
should be collected from you. Never forward items unrequested.
What
about travel arrangements? Are people making their own
way home? When does your responsibility end? Are emergency
procedures in place just in case? Are you having them
transported? Are the arrangements known to all parties?
Has a fall back position been prepared, if problems
arise?
How
about arrangements with the venue at the close of the
event?
When
must speakers and delegates be out of the rooms? Make
sure everyone is aware of the time. When do they have
to be off the premises? Move them out on time. You may
have to pay extra if they are not!
When
should your equipment and other facilities and services
be removed from the conference rooms? When must they
be off the site completely? Make sure they are moved
punctually to avoid incurring excess charges.
Have
arrangements all been made with your suppliers?
Do
individuals such as translators, interpreters and security
staff know when their duties come to an end? What they
must do at that point? Clear up behind themselves as
appropriate and leave at the agreed time.
Are
organisations, such as designers, equipment hirers and
others who have items at the venue and/or overnight
accommodation at the close of the event well aware that
these items must be collected swiftly, otherwise charges
will be levied – on them?
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