State Form 49928 - Pre-Conference Review - Department Of Administration - Indiana
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1DEPARTMENT OF ADMINISTRATION
PRE-CONFERENCE REVIEW
Conference Center
State Form 49928 (10-00)
By no later than one month prior to your event, you should
Telephone (317) 233-3117
schedule an on-site meeting to finalize your conference details.
Fax (317) 233-0011
This will assure a better presentation for your agency.
conference@idoa.state.in.us
We are not staffed as a full-service conference facility. Your careful attention to detail in the planning stages is very important. We also do not
have the full range of equipment that can be found in a full-service facility. Please be mindful of this and request only the equipment that you
really need. We will do our best to handle your request, but there may be times when you will have to go to a vendor to rent equipment.
Name of Agency Sponsoring Event
Division
Contact Person
Email
Telephone Number
Fax Number
Name of Event
Date(s) of Event
THE PRE-CONFERENCE REVIEW ON-SITE MEETING
These People Should be Involved in the On-Site Review Meeting:
SHOULD BE HELD ONE MONTH PRIOR TO THE EVENT.
Conference Center Coordinator (Meeting On-Site in this Office)
You Must Prepare for On-Site Meeting by Having Ready:
Catering Coordinator (Sodexho Marriott or Other Licensed Caterer)
Agency Staff: Person Responsible for Coordinating Details w/C Center
Food & Beverage Needs
Agency Staff: Person Responsible for Coordinating Details w/Caterer
Event Sheets, prepared in conjunction with each presenter
Agency Staff: Person(s) Responsible for Coordinating the Program
Room Confirmation / Contracts
FOOD FUNCTIONS
Menu
Location of Food Service / Dining
Set-Up Required by Conference Center
Breakfast
Mid-Morning Snack
Beverages
Lunch
Mid-Afternoon Snack
Beverages
Reception
EVENT SHEETS
Each room has a corresponding Event Sheet for each day of the event.
The Event Sheets have been discussed with the Conference Center Coordinator
The Event Sheets have been accepted or they have been altered, with the knowledge and understanding of the User.
OTHER DETAILS
HAVE YOU REVIEWED YOUR
Additional equipment needed (to be rented from off-site vendor)
USE AGREEMENT
Special electrical needs in Atrium (no music, videos, etc., in Atrium)
To see if there are any conflicts?
By what date can the Conference Center expect final attendance numbers
Examples: food service and decoration
Registration tables
restrictions, notice and display restrictions, etc.
Public transportation information to attendees?
Parking information to non-state employee attendees?
Parking information to state employees?
Parking garages have received / will receive a list of state employees attending (from outside Indy area)
Miscellaneous catering needs (i.e., if off-site caterer, you will need permission from Capitol Police for parking, unloading, etc.)
Receiving / shipping information handled (items coming into Conference Center before event)
Telephone set-ups (which rooms need to have telephones)
Message information (Conference Center will take ONLY medical emergency messages, all else routed through the agency reserving space)
Security (hours of building operation, requirements of after-hours use)
Conference Center hours of operation (we are not a full-service facility and will not be providing service like might be expected)
Exhibits / Displays (limit of 4 in Atrium, no videos, etc.)
Special security (after hours, must involve Capitol Police, User might be expected to provide and pay for own security)
Housekeeping (i.e., for food events, we can provide extra trash containers, but User is expected to properly dispose of trash)
Coat-check (racks or trees in each conference room; additional needs?)
Mail (this is the responsibility of the agency reserving the space; the Conference Center will not be responsible for providing services)
Copies (this is the responsibility of the agency reserving the space; the Conference Center will not be responsible for providing services)
Signage for break-out rooms (special signs responsibility of agency reserving the room, signs cannot be taped)
OTHER NOTES:
CONFERENCE CENTER OFFICE USE ONLY
Meeting Held:
Persons in Attendance:
Follow Up:
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