Meeting Lifecycle: Onsite Execution

Overview

Onsite execution covers the period from staff arrival through event close — registration desk operations, session management, AV/technology support, and day-of coordination.

Responsibilities

• Meeting Staff: Registration desk, attendee services, speaker/session coordination, F&B management
• IT: AV setup and support, badge printing, Wi-Fi coordination with venue, app/virtual platform support
• External Vendors: AV company, convention services, catering, security, exhibit hall setup

Step-by-Step Process

Pre-Event (Staff Arrival Day)

1. Arrive per the staff travel schedule — typically 1–2 days before attendee arrival
2. Walk the convention space with the venue contact (verify room sets, signage, F&B)
3. Set up the registration desk: computers, badge printers, signage, printed materials
4. Test badge printing with a small batch of registered attendees
5. Brief all meeting staff on the daily schedule, room assignments, and escalation contacts
6. Confirm AV setup with the vendor for each session room (microphones, screens, recording)

Event Days

7. Open registration desk on the published schedule
8. Print badges on-demand for attendees as they check in
9. Manage session room capacities and overflow arrangements
10. Coordinate speaker check-ins and A/V tests before each session
11. Track attendance at sessions requiring sign-in (CPE, ticketed events)
12. Handle day-of substitutions and walk-in registrations
13. Conduct daily staff debrief to capture issues and adjustments
14. Coordinate "Nightly Steps" — see Meeting Nightly Steps & Operations

Event Close

15. Conduct final attendance reconciliation
16. Collect all meeting materials, signage, and equipment
17. Complete the venue walk-through with convention services
18. Gather post-event feedback from staff and key stakeholders

Tools & Systems

• re:Members (Impexium): On-site registration, badge printing, session sign-in
• Meeting App (if applicable): Attendee schedules, session feedback, networking
• IT Helpdesk: Real-time AV and technology support during the event

Key Contacts

Role	Name	Contact
On-site Meeting Lead
AV Lead
Venue Convention Services
IT On-site Support

Related Pages

• Meeting Process Lifecycle
• Meeting Nightly Steps & Operations
• Meeting Lifecycle: Post-Event & Follow-up

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This page is part of the Meeting Process Lifecycle documentation. Content needs review from Meetings team — use "Draft with DASH A.I." to expand.