HTML Preview Pre Meeting Checklist page number 1.
ALASKA MEDICAID REDESIGN + EXPANSION PROJECT
PRE-MEETING CHECKLIST
TWO WEEKS PRIOR TO MEETING
• Confirm meeting venue, room size and any refreshments offered (coffee, snacks, lunch)
• If holding an online or teleconference meeting, confirm technology needed
• Publicize meeting + invite participants
o If people will join remotely, include call-in or web meeting information, if any
o Remind participants of how to get to the meeting, if they are not familiar with the
venue: directions, parking information, room number
o If needed, request RSVPs for confirmation or decline from invitees
o Provide a copy of the agenda and any other preparation materials
• Identify PowerPoint presenter(s), facilitator(s), and small group discussion leaders
• Schedule preparation session(s) with meeting team
ONE WEEK PRIOR TO MEETING
• Send additional meeting reminder(s): one week before and one to two days before; include
agenda and preparation materials, if any, that attendees should review
• If RSVPs requested, track confirmations or declines received from invitees
• Confirm venue, refreshments (if any) and technology (if any) are secured for meeting
• Host a preparation meeting or meetings to review agenda and instructions
DAY OF THE MEETING
WELCOME AREA
• Agendas
Handouts: Discussion Matrix,
Models of Care Graphic, Healthy
Alaska Plan, Draft Environmental
Assessment
• Sign-In Sheets
• Pens/Pencils
• Comment Cards
• Return Box for Comment Cards
• Name Tags
• Markers
• Designated Greeters:
_____________________________
FOOD AREA
• Food (snacks or meal)
• Coffee/Tea, Water, Sugar, Cream
• Cups, Paperware, Utensils, Napkins
GROUP MEETING AREA
• Flip Chart Pads or Posters
• Easels
• Markers
• Tape
• Projector and Computer
• Screen
• Extension Cord
• Power Strip
• Microphone or Audio System
SMALL-GROUP SESSIONS
• # of Sessions: ________________
• Facilitators:
_____________________________
• Directional Signage/Room Labels
• Flip Chart Pads or Posters
• Markers/Pens