Pre-event Checklists for MICE Planners

No one wants to be the planner who forgot to schedule airport transfers. Or didn’t confirm AV requirements. Or missed the deadline to print lanyards.

Welcome to your pre-event sanity saver: the ultimate checklist for MICE (Meetings, Incentives, Conferences, and Exhibitions) travel planners. Whether you’re leading a 30-person incentive retreat to the Caribbean or managing a 1,000-attendee conference in Frankfurt, this blog gives you the checklist I use with my clients to keep things worry-free.

Why a Checklist is Non-Negotiable

You might think your brain has it all covered, but MICE travel has more moving pieces than your average event. A written checklist keeps:

• Your timelines tight
• Your vendors aligned
• Your team informed
• Your inbox not on fire

Even the most seasoned planners forget a thing or two under pressure. This list ensures you’re ready well before your guests arrive.

30 Days Before: Confirm + Coordinate

• ✉️ Confirm venue contracts and final headcounts
• 💳 Double-check payment schedules for vendors
• 🛋 Finalize rooming lists and air travel manifests
• 🌍 Order signage, name badges, and branded materials
• 🤓 Begin on-site staffing schedules and assignments

14 Days Before: Logistics Lockdown

• 📅 Confirm AV setups with venue tech staff
• 🧳 Reconfirm transfers: airport pickups, shuttles, VIP arrivals
• 📖 Send final agenda to attendees with FAQs
• 🚫 Review cancellation policies + vendor backup plans
• 🥲 Distribute rooming assignments to hotel partners

7 Days Before: Final Touches

• 🚚 Double-check branded swag shipment arrival
• 🧱 Review catering orders, allergy notes, dietary restrictions
• 📲 Test mobile app or tech platforms
• 🪪 Emergency contact list finalized and shared with staff
• 🤓 Review presentations, speaker logistics, backups

48 Hours Before: Pack the Toolkit

• 🧵 Print check-in lists and signage
• 🏛️ Charge walkie talkies, tablets, and power banks
• 🏠 Double-check hotel welcome packets are ready
• 🥶 Confirm flight arrivals and early check-ins
• 👩‍💻 Ensure your on-site team has the same checklist

The Secret Weapon: A Travel Advisor on Speed Dial

Planning MICE travel isn’t just about event flow — it’s about international group air, vendor coordination, time zones, customs regulations, and making sure everyone arrives calm and on time.

That’s where I come in. I build these checklists into every client engagement so that you get to be the hero and not the firefighter.

Want a copy of my customizable checklist in PDF form? Let’s talk about your upcoming event and I’ll send it your way.