Contact EURACT

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Phone
(32) 16 33 74 64

FAX
(32) 16 33 74 80

A checklist for organizers of Council meetings

Library Documents

1. Accommodations

Bookings


• Send registration forms out well in advance.
  
• Arrange visas for those who need them.
  
  Rooms
  
• Are there enough rooms for all members and accompanying persons?
  
• Find rooms close to conference centre.
  
• Get price and comfort level within budget limits.
  
  Reception
  
• Meet guests at airport or provide map with directions to hotel.
  
• Provide signs to direct guests to rooms and conference centre.
  
  Meals
  
• Arrange meal times around meeting times.
  
• Are there special diet needs? (kosher, health)
  
  Other services
  
• Are there phone, mail and fax facilities?
  
• Are there concierge services for taxis, event tickets, laundry, health needs?
  
  
  2. The Conference Centre
  
• Conference table and chairs for 30 participants
  
• Adequate lighting
  
• Curtains to darken room for projection of slides
  
• Flip charts
  
• Overhead projector
  
• Slide projector
  
• Screen
  
• Microphone, amplifier and speakers
  
• Dais for speakers with pointer for slides
  
• Telephone line and telephone (for internet connection)
  
• Electrical outlets for laptop computers
  
• Access to photocopier and fax machine
  
• Coffee and refreshment facilities
  
• Support personnel to clean and maintain conference room
  
• Back-up electrical equipment and bulbs for projectors
  
  3. Social program
  
• Set program for accompanying persons during Council sessions.
  
• Arrange practice visits to working clinics in the area of the meeting.
  
• Keep bus rides short.
  
• Keep speeches short.
  
• Keep meals simple.
  
• Arrange walking tour of interesting historical sites in the area.
  
• Find qualified English-speaking guides.
  
• Provide adequate free time for informal exchanges between Council members.
  
• Make time for "lateral thinking" and "evaluation sessions
  
  4. Financing
  
• Form an organizing committee.
  
• Delegate responsibility within the organizing committee
  
• Start fund-raising early.
  
• Get written pledges of support early from key donors to convince other donors.