HTML Preview Printable Task Checklist page number 1.
Evidence Based Practice in Child Welfare
in the Context of Cultural Competence
June 2007
Checklist of Tasks for the Meeting
FIRST STEPS (occur concurrently rather than serially)
Start Date Complete Date
Date for the Meeting
Review calendars of other organizations to see when conferences and annual meetings are occuring.
Identify dates that don't conflict with other events
Select a preferred date
Check with site about availability
If necessary, revise date to suit site
Finalize date for the meeting with site
Meeting Site/Location
Consider available, appropriate spaces
Decide on preferred location - considering space, lodging, restaurants, access
Check with preferred location about available dates
Hold one or more dates for final decision
After date finalized, contact site to begin contract
Confirm contract via deposit for the space
Finalize amount of space
Finalize configuration of rooms
Complete payment for event space after invoice received.
Meeting Agenda
Decide on timeline for meeting sections
Develop draft of agenda using sample provided
Finalize agenda
Invitees
Determine who will be invited to participate
Decide on appropriate method/person to invite each participant
Hotel (if overnight accommodations are necessary)
Choose hotel near meeting site
Check on room availability for selected date
Verify room rate and reservation procedures
Hold a block of rooms for meeting date
Catering
Identify a caterer
Confirm menus and costs with caterer and complete contract
Confirm number of guests with caterer
Confirm changes and/or special needs with caterer
Make reservation(s) for meals outside of meeting, if necess.
SECOND STEPS
Start Date Com
p
lete Date
Initial Information to Invitees
Send introductory information to invitees/participants via email; ask for confirmation
Attach meeting announcement (see sample announcement)
Attach lodging/travel information for out-of-town guests
Attach parking/location information for local guests
Secondary Information to Confirmed Attendees
Send second email message to confirmed attendees with more info on meeting
Send instructions, regulations, and forms about travel reimbursement to out-of-town guests
Provide specific info about parking to local guests
Send maps/directions to meeting location to local guests
Provide roster to guests and ask them to check/correct their entries
Final Information to Attendees via Email
Send final confirming/reminder email to attendees
Attach final agenda
Attach map of meeting location
Attach any pre-meeting readings or preparatory information
Staffing of Meeting
Identify host(s) for meeting
Identify logistical specialist for meeting
Identify notetakers for small groups
Notify all notetakers of expectations
Identify registration table staff
Notify registration table people of work time and duties
Identify and inform discussion group leaders
Give instructions to discussion group leaders
THIRD STEPS
Start Date Complete Date
University of Minnesota School of Social Work
Contact: SJ Wells: [email protected]
1