The on-site, pre-event setup period is the crucial stage where we transition from paper planning to physical execution, typically occurring in the day or hours immediately preceding the start of the retreat or event. Upon arrival, we assess that all equipment and set up arrangements are in place as requested. This includes checking that the AV is functioning, chairs and tables are in place, and rooms, common areas, and restrooms are clean and ready as expected. Checking in with the caterer regarding meal times, and confirming any food allergies or requirements, is important. There may be a required orientation with a venue staff member as well.

The next step is to personalize the spaces and prepare for attendee arrivals. Probably the most important space to set up is the check-in or welcome area. Then all the pre-event materials must be put into place, rooms decorated, signs and schedules posted, and final details arranged.

This meticulous process ensures that when the doors open, the environment is flawless, functional, and perfectly aligned with your vision. Now, you are ready to greet your participants.