PLANNING CHECKLIST

November 8, 2010

Event: 2nd ASEAN-NDI Organizational Meeting and Consultation Forum

Date: December 6, 2010

Venue: Dusit Thani Hotel, Ayala Avenue, Makati

Invitation list includes:

a) 9 country coordinators h) Sec. Mario Montejo

b) 9 ASEAN sub-committee board Focal Points i) Usec. Graciano Yumul

c) 1 ASEAN secretariat j) Ms. Glenda Sacbibit

d) 9 MOST/MoH officials k) Dr. Antonio Ligsay

e) 1 SEARO representative Note: 45 people in all, including the team

f) Dr. Bernadette Ramirez

g) WPRO representative

Activity Due Date Materials Needed Comments

(include Date
Accomplished)

Confirm names of
attendees

-include designation

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Determine schedule of
flights (arrival and
departure)

-supply schedules to
staffs/drivers

-emphasize to staff/drivers,
always bring travel details

Secure transportation

-make requests for 2 vans&

drivers (Dec 5-7);

- OR rent vans

Provide placards in 35 board papers/ cardboards

fetching
A4 bond paper (1box)

Black ink

Finalize fetching 10 cards (300 load)

arrangement

-inform staffs (preferably

Ate Cha & Kuya Toto)

-get numbers of staffs and

drivers (determine
provider)

-emphasize communication

Provide IOT and 40 envelopes (A4 size)

liquidation forms for all
foreign delegates Black ink

- prepare forms in Excel

-include airfare, hotel

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accommodation, food,
incidental expenses (20
dollars per day)

No direct flights (VN, MM,

KH, LA)

- determine transit flights&

transit hotel expenses

Secure certificates of Onionskin paper

appreciation
Colored Ink

Transparent Case

Provide IOT, liquidation

and other travel forms
for Boss Alan

-apply per diem

Secure plane ticket of

Boss Alan

-confirm with City Travel

Provide Agenda of Event

-c/o Ate Inna

Secure Presentation of
JCM

-confirm details with Ate

Inna

Provide Identification of 35 name plates in good quality

attendees (confirm with Sir Leo)

Printed names of attendees for ID

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 Printed names AND countries/org in
name plate

ID laces

ID cases

Secure Tarpaulin Tarpaulin design (c/o Kay Ann)

-includes title, subtitle, date, Printed output (Pasay printing house)

org name and logo
Poster/ Tarp stand
-have a smaller version at
the door (if possible)

Request equipments LCD projector

-ready all equipments Scanner-printer (outside ink)

-ensure all are working Laptops (IOT, presentation,

emergency, Ms. Lisa)
-determine model of
equipments (esp. printer for
ink)

Provide attendance sheet Attendance sheet (with details;

participants will only check details and
-confirm names and provide signatures)
designations; preferred
country name (i.e . Lao PDR/
Laos)

Provide kit to each 50 2G USBs

participant
USB Sticker/logo print
Kit includes:
A4 bond paper (1box)
Laptop bag- ensure
printing of logo Folder with metal binding

USB- contain soft copy of Bag with logo print

reports
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Hard copy of reports

Secure conference mics 5 mic stands c/o hotel

15 to rent/buy

1 podium mic c/o hotel

Provide flags ASEAN flags c/o hotel

-ask Ms. Glenda about 2 WHO flags (for Dr. Ramirez & WPRO
positioning of flags rep)

-U shaped seating
arrangement

Provide tokens

Ready supplies for 10 AAA batteries

documentation
2 Recorders (borrow from FAD/RDMD,
ask Kuya Leo)

Secure activity/program
slides to project

-adapt with agenda

Supply additional Transparencies

materials
Manila paper

Pens (black, blue, red – 50 each)

Whiteboard markers (20)

4 Scissors

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 Activity Notes Comments

Be informed of arrangement of seating U shaped seating arrangement

(order, if any)

Request special rooms Non smoke

No carpet

Be informed of location of rooms Restrooms near the function room

Smoking Area

Lobby

Security room

Request food to be properly labeled

Request non pork/ non alcoholic dishes Since most participants are Muslims

Locate suitable place for tarpaulin and

projection

Request for standby technician

Confirm sound system/lighting/equipments

that will be provided by hotel

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Confirm properties that will be provided by Table-registration area
hotel (i.e. tables/ chairs –numbers, types)
Table- for other attendees

Covers for chairs/tables

Finalize food and beverage

Request for waiter service during lunch

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