**GENERAL SCIENCES MEETINGS/REVIEWS CHECKLIST**

-   Name of Meeting:

-   Date(s):

-   Times:

-   Meeting Chair(s):

-   Administrative contact:

-   Project ID:

-   Number of attendees: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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-   LBNLers \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   Non-LBNLers: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   DOE travelers: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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-   Location prefs: #1 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

#2 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

> #3 \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   Room Arrangement: U-shaped/chairs around tables Classroom Auditorium

-   Wireless internet capability: Y or N

-   Videoconferencing: Y or N

-   Phone conference: Y or N

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-   Stealth phone needed: Y or N

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-   Breakout rooms:

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-   How many? \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   What capacity? \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   What days? \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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-   Location preferences:

-   Room Arrangement: U-shaped/chairs around tables Classroom

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-   Registration fee: Y or N

-   Who will communicate to the attendees about the program and
    logistical details? \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   Hospitality: Y or N

\_\_\_\_ Continental breakfast

\_\_\_\_ AM break

\_\_\_\_ PM break

-   Working Meals:

\_\_\_\_ Working lunch

\_\_\_\_ Working dinner

-   Reserve lower cafeteria: Y or N

-   No host reception or dinner: Y or N

> When: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Location: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> **If yes:**

-   Money will be collected ahead of time during the meeting

-   Money will be collected at the restaurant by the meeting chair

> **If on site:**

-   Will alcohol be served?

-   If so, should we request funding from Dr. Shank?

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-   Speaker: Y or N

    -   Podium: Y or N

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-   AV requirements:

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-   For main meeting room:

\_\_\_\_ laptop (with internet access?)

\_\_\_\_ LCD

\_\_\_\_ overhead projector

\_\_\_\_ lapel mic

\_\_\_\_ portable wireless mic

\_\_\_\_ laser pointer

-   For breakout rooms:

\_\_\_\_ laptop (with internet access?)

\_\_\_\_ LCD

\_\_\_\_ overhead projector

\_\_\_\_ lapel mic

\_\_\_\_ portable wireless mic

\_\_\_\_ laser pointer

-   For No Host dinner:

\_\_\_\_ lapel or podium mic

-   Should meeting information be on the web?

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-   If so, who will create/maintin web site?
    \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

##### Program

-   Who will be in charge of the program (creating the agenda,
    contacting the speakers on the talk length, etc.)

##### 

#####  If talks will be presented:

-   If laptop is used for talks, determine "Talk Coordinator":

-   Format of talks:

> \_\_\_\_ Powerpoint or Other
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> \_\_\_\_ Zip Disk
>
> \_\_\_\_ CD or Other \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   Talks on web: Y or N

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-   Who will put them on the web
    \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

#####  For Reviews

-   Laptops for Reviewers: Y or N

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-   If yes: How many \_\_\_\_\_\_\_\_\_\_\_\_\_

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-   Internet connection? Y or N

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-   If yes, does room have internet connection? Y N

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-   Wireless connection? Y or N

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-   If yes, does room have wireless connection? Y N

-   Presentation binders: Y or N

-   If yes: How many \_\_\_\_\_\_\_\_\_\_\_\_\_

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-   Color copies allowed Y or N

-   Double-sided Y or N

-   Binder dividers Y or N

-   CDs of talks for reviewers?

-   Additional handouts: Y or N

-   What are they:
    \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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-   How many copies:

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-   Name plates: Y or N

-   Name badges: Y or N

-   Road signs: Y or N

-   Lobby signs: Y or N

-   Timekeeper for talks: Y or N

-   If yes: Who \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   Travel support

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-   Will there be any speakers/attendees whose travel or per diem will
    be paid by the lab?

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-   Hotel (reserve block of rooms): Y or N

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-   Location(s): \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   Direct billing is available for anyone whose lodging is being paid
    by the lab.

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-   Shuttle bus service from the hotels: Y or N

-   Gate passes for attendees

-   Reserved parking: Y or N

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-   Location: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**FOLLOW-UP CHECKLIST**

**Meeting Room(s)**

-   Reserve meeting room

-   Reserve break out room(s)

-   AV equipment

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-   AV Services order placed
    <http://www-teid.lbl.gov/teid/tmAv/order/AvOrder.htm>

-   Networking Group contacted for wireless internet capability.

-   Laptops for reviewers

-   Reserve videoconferencing

-   Set up phone conference

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-   Stealth phone

**If internet drop is needed and is not in the meeting rooms or breakout
rooms**

-   Contact networking group X6440

###### Hospitality/Working Meals

-   Hospitality/working meals form completed/approved/faxed to
    cafeteria.

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-   Use current form on ASD/Conferences web site:
    <http://asd.lbl.gov/groups/conferences/forms.html>

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-   If working meals are being requested, include attendees list and
    agenda of the working meal.

-   Call cafeteria X5357 to discuss menu for weekday meetings.

-   Contact caterer for weekend meetings.

    -   Fax contract to Conference Services (fax X6888) for approval.

###### No-Host Reception or Dinner

-   Make restaurant reservations

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-   If money is to be collected during the meeting, call Conference
    Services to inform them of dinner to get guidance on collecting
    money.

If on site in the cafeteria:

-   Contact caterer

-   Arrange seating/tables configuration

    -   Submit request to the Work Request Center to arrange new
        configuration and also to reset original configuration after the
        event.

**If alcohol is to be served:**

-   Send request memo to Dr. Chu, and include funding request if
    desired.

###### 

###### Vendor contracts (hotel, caterer, restaurants, etc.)

-   Fax all contracts to Conference Services X6888 for their approval
    before faxing back to the vendors

###### Hotel

-   Reserve block of rooms at hotel

-   Email attendees re. deadline to make their reservations

###### Program

-   Final agenda completed

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-   Sent to attendees/reviewers

-   Posted on the meeting web site

###### Site Access

-   Email list of attendees and catering staff sent to
    <SiteAccess@lbl.gov> .

-   Mail or fax bus passes to attendees staying in "blocked" hotel.

-   Email to attendees re. instructions for faxing photo ID ahead of
    time.

-   Complete Visitor Sign-In Sheet

-   Reserved parking for reviewers/special speakers/caterer

###### Road Signs

-   Submit request to Work Request Center (allowing two weeks)

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-   If same meeting will be held again at the lab, mention this on the
    comment section. The Paint Shop will hold the signs for the next
    meeting.

**Weekend/Off-Hour Meetings**

-   If the meeting rooms and conference rooms will used off-hours (after
    6PM) or on weekends, complete a "Building Off-Hours Access Request
    Form" and email it to Jim Breckinridge five working days prior to
    the meeting.

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-   If the buildings and/or conference rooms are locked, call the
    Blackberry Gate at X4050.

-   Submit request to Work Request Center to heat air
    conditioning/ventilation turned on in the buildings where the
    meeting rooms are located.