• Caterings (coffee breaks, lunch, reception, dinner, etc)
• Accommodation needs
• Room needs (singles, doubles)
• Are there VIP’s or speakers who would need upgrades
• Request for proposal from venues suitable and make siteinspections
• You can make Request for a proposal to Visit Lithuania
• Review RFPs and select most suitable venue
• Confirm your booking
• Notify attendees

3 months prior

• Check number of attendees and update this information to your contact person

5 weeks prior

• Confirm catering, room setups and supplies in writing with any other details or requirements
• Inform your attendees of the agenda and the timing for the meeting and other activities
• Check amenities and confirm with your contact at hotel
• Update the number of attendees to hotel

3 weeks prior

• Submit rooming list
• Room distribution list for accommodation reserved
• VIP’s specified
• Check all the details of your conference booking
• Number of attendees and setups
• Catering
• Supplies (technical requirements, etc)
• Any other details

At arrival

• Arrive on time at the venue (1/2 – 1 hour before)
• Review the details of your booking with your contact person for the day
• With your contact walk around and review the facilities needed during your event
• List the persons allowed to make charges to the master bill

During your event

• Communicate with your contact person during your event. Keep them updated.

At time of departure

• Give your contact feedback - what went well and what areas could be improved!