Checklist for speakers, training, contests and other meetings

We just had a setback to a an area training meeting. Only three days before the training we discovered the person who normally books the venue where we meet had not booked it. He now said that the venue had been booked by another group. Other choices included a church hall which would be occupied with religious ceremonies on a Sunday. Other committee members said they had no time and it wasn't their problem.

The President was cross, conceded that the buck stopped with him, but he was out all next day (Friday) and had to find somebody else to fix the problem. You either delegate down or up. So he texted up to the Area Governor.

How can you prevent this sort of disaster happening?

I think the only way is to send around a checklist to every person involved station what you are expecting them to do and asking them to confirm by email that they have successfully decided, done or planned to do tasks including:

1 Book venue.
From time you need to set up until time you have packed up.

2 Arrange catering.
Inform attendees about catering lack or catering and restrictions. (Tea and biscuits provided. Free sandwiches / cake/ fruit provided before, at interval, at end. Please eat first. Please bring sandwiches (any kind - or any restrictions eg no meat in Hindu/vegetarian venue). Please bring drinks/ water. Or no drinks allowed.

3 Organise Props and stationery:
Flip charts, projection, extension leads, computers, thumb drives, banners, certificates, agendas, voting forms, badges. Lecterns.

4 Reminders and directions.
Send participants reminders of date, time place and directions. Google maps. Club website.

Organise key holder and those setting up room.

Contacts
1 List phone numbers of contacts of property owner (in case you reach venue and find it is locked);
2 Tell everybody the phone of the trouble shooting contact: club president, or SAA, or VPE, key holder, whoever is required to be first on the scene.
Tell everybody the contact before and during meeting who has a phone on silent vibrate to help anybody lost en route, near the building, outside, or inside looking for the room.

Angela Lansbury, speaker, photo journalist and author.