PPT, audio-visual, movie players, materials from internet, life demo.  Pre-load the necessary software and content into the computer whenever possible, and preform testing prior to start of event.

Music or songs, background music, display on screen, announcement on screen, run-down/sessions on screen, guests/speakers intro on screen, etc., should be prepared ahead of time.  Be reminded  to have the right people controlling the setup & displays.

Mic, presenter, pointers, Hi-Fi audio, computers for presentation, projector, projector screen, remote control, recording devices.  In particular:

• batteries for mic
• connection of computers to projector
• connection of audio cable, e.g. for playing video

Testing prior to start of event.  Work with Venue Owners and/or Technical Personnel to make sure everything functioning and connected, including but not limited to:

• lighting, switching, remote controls
• presenters
• microphones, batteries, volume
• computers, USB & internet connections
• Movie players, audio cable connection, sound effect

Prior on-site testing with speakers is recommended to make them feel comfortable.  Teaching them how to use the presenter with life test will be helpful.

Awards, certificates, certificate of appreciations for speakers, souvenirs, lucky draw, gifts, etc.

Proper storage at right location convenient for use at the stage should be planned.  Care should be taken in ordering, delivering on stage, announcements, packages, etc.  Be reminded of:

• tools & process for lucky draw
• invitation of right people for lucky draw, for award/certificate presentations, with prior notifications

table & chairs for registrations.  In particular:

• right size of tables and table cloth
• right location in or outside the venue
• time to ready - when the reception desk can be setup

Sometimes decoration of the reception is desired.  Printing of backdrop or banner might be needed.  Make sure to prepare enough time for the printing, delivery & arrangement.  Pay attention to emergency situations such as

• weather
• too many people

Prior preparation of name tags might be needed.  Be reminded of the following:

• Special name tags or corsages 襟花 for VIPs, special guests, speakers, special organizers, or the press.
• A good order for searching on the spot in a timely manner
• People not on the list - blank tags might need to be prepared

Workers badge - in some cases, it might be desired to have special badges for the workers/helpers so that audience can easily recognize their roles.

Prior preparation is necessary for all materials to be distributed.  It might happen different kits be needed for different people, e.g. Press Kits.  These following might need to be considered, but not limited to:

• brochures, leaflets, catalogs
• event detailed run-downs
• membership enrolment forms, feedback forms
• promotion of other events or products
• gifts, souvenirs
• bags or folders

Sometimes, it might also be desired to pre-distribute all such materials in the seats on the floor prior to start of the event.

When free parking is arranged that requires parking tickets, the reception desk is one of the office that can handle.  Be reminded of:

• Proper prior arrangement of parking be done
• Proper instructions to reception desk workers, with whom be eligible
• Guests with prior parking arrangement should be properly marked on the participation list to draw attention of workers
• Proper understanding of handling to all workers at the reception should be made
• If special guest handling assistants are available, they can take charge too

In some cases, it might require specific arrangement of separate Seating Assistants to lead the guests, speakers and audience into the venue and make sure an orderly seating and avoid empty seats are being taken up for bags.

Seating Assistants should always pay attention to empty seats available all the time, and be able to spot empty seats in a timely manner to facilitate efficient seating.  They should also be prepared to pro-actively talk to audience taking up unnecessary seats.

Some of these Seating Assistants may need to stay at the reception for VIP guests or speakers.

Prior preparation should be made catering enough for the number of audiences.  Attentions:

• Proper food & beverage should be considered
• Plates, cups, or any other tools might be needed.  Make sure enough numbers are available.
• Consider cleaniness and hygiene factors of the food & drinks
• Waters be prepared in addition to drinks

Do not forget separate preparation of water for the speakers on the stage.

Maps, direction signs, etc., might need to be prepared, and posted in the walking paths outside the venue.  Preparation of these direction signs is needed, and require people to handle at least 1/2 hour prior to the start of the event.  It is also important to clean things up afterwards.

Prior approval might be necessary in some cases.

In general, car parking is not available.  In case car parking is arranged for special guests or speakers, prior proper arrangement might be necessary, and normally require:

• Prior arrangement for the individual so need their names, car plate numbers, expected time of arrival.
• Proper driving directions for parking should be communicated well to these guests.  It might require a map with directions and instructions sent over by email prior to their arrival.
• Proper parking instructions to handle free parking arrangement, as these guests will arrive on their own before meeting with the hosts.
• An emergency contact no. for these guests so that they know who to talk to when there are emergencies, or when they need help.  A contact person should be assigned for this purpose, and preferably this person be available to run between the venue and carpark.  This person should also make it clear how to communicate verbally on the phone to describe locations and directions when necessary.  Use of cell phone GPS facilities might help.