MED Communication Handbook - Programme Med

Try to get all your printing done at once because this can secure big cost savings.
If you are organising an event in another country, it might be more cost effective to
produce materials there, or you could produce them in your country and take them
with you.
Printers can produce for you:
� Letterhead for your event
� Event flyers or brochures
� Delegate packs
� Large signage
� Delegate badges
� Pop-up stands
Accommodation
� Insist that delegates book accommodation well in advance, particularly for
destinations where hotel rooms are in short supply. Many people tend to
leave accommodation to the last minute, which can be too late.
� When expecting a group, try to arrange pre-check-in with the hotel to avoid
waiting time in the lobby.
� When confirming breakfast numbers, calculate carefully. Many people don’t
have breakfast – preferring coffee and pastries outside the conference room
� Pay particular attention to the reply sheet details – twin rooms, king size
beds, non-smoking rooms, disabled requirements, etc. Reconfirm with the
venue.
� Ensure that you know the venue – e.g. location of the toilets, cloakrooms,
telephones, gym, etc.)
Food and drink
� Ensure that you allow for all dietary requirements (vegetarian, religious
needs, allergies, etc.)
� Not everybody drinks alcohol. Alcohol at lunch is not conducive to attention
and participation in the afternoon. But find out what is most suitable for the
participants, as sometimes teetotal lunches can disappoint important
invitees, and give a bad impression.
� Keep it light and simple
� Choose something the venue can provide easily
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� Factsheet 9: Events
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