Key Takeaways
- 80% of summit problems originate in omissions from this checklist — not in unexpected events on the day
- The highest-risk single omission: speaker content submitted after the technical rehearsal deadline
- The checklist should be confirmed complete at week 2 (72 hours before load-in) — not assembled the morning of load-in
Programme (confirm at week 6)
All speakers confirmed ✓ — Speaker AV requirements collected and confirmed against production specification ✓ — Run of show version 1 distributed to all department heads ✓ — MC confirmed and briefed ✓ — Awards sizzle reels commissioned (if applicable) ✓ — Content submission deadline communicated to all speakers ✓ — Interpreter requirement confirmed and suppliers engaged ✓ — All breakout session facilitators confirmed and briefed ✓
Technical (confirm at week 4)
PA specification locked and supplier confirmed ✓ — Stage dimensions finalised, structural drawings complete ✓ — LED wall or projection specification confirmed ✓ — Lighting design brief issued ✓ — IMAG camera positions confirmed with venue ✓ — Confidence monitor positions confirmed ✓ — Generator sizing confirmed (with fuel delivery for multi-day events) ✓ — Wireless frequency coordination plan confirmed ✓ — All signal flow paths documented ✓ — Technical rehearsal scheduled and room confirmed ✓ — Show-caller confirmed and briefed from week 10 ✓
Content (confirm at week 3)
Speaker content received from all confirmed speakers ✓ — All content tested on production playback system ✓ — All content at specified aspect ratio and codec ✓ — All videos at specified codec and max resolution ✓ — Sizzle reels approved by client ✓ — Lower-thirds (for broadcast production) pre-built and proofed ✓
Logistics (confirm at week 2)
Load-in schedule issued to all suppliers ✓ — Venue loading dock access window confirmed ✓ — Crew accommodation confirmed ✓ — Catering for crew during load-in confirmed ✓ — Delegate transport vehicles confirmed and briefed ✓ — Accommodation room block finalised ✓ — Registration desk setup and staffing confirmed ✓ — Dietary requirement list issued to catering team ✓ — Security briefed ✓ — Medical provider confirmed (for events above 500 pax) ✓ — Permits confirmed as approved ✓ — Contingency budget confirmed as available ✓ — Public liability insurance certificate provided to venue ✓
Post-event (confirm at week 4)
Post-event report responsibility assigned ✓ — Broadcast archive storage plan confirmed ✓ — Vendor settlement process agreed ✓ — Post-event debrief scheduled (within 72 hours of close) ✓