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Guidelines for side event organizers and booking of meeting rooms CoP18Colombo (Sri Lanka), 23 May 3 June 2019Guidelines for side event organizers and booking of meeting rooms (ad hoc meetings) 1.

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How to fill out guidelines for side-event organizers

01

Start by gathering all necessary information about the side-event, such as date, time, and location.

02

Begin writing the guidelines by providing an overview of what the side-event is about and its objectives.

03

Include instructions on how to propose a side-event, explaining the submission process and any deadlines that need to be followed.

04

Outline the criteria for selecting side-events, including factors like relevance, innovation, and feasibility.

05

Provide a template or format that organizers can use to submit their proposals, ensuring that all necessary information is included.

06

Explain the review process, detailing how side-events will be evaluated and when organizers can expect a response.

07

Include guidelines on logistical arrangements, such as venue requirements, audiovisual equipment, and catering options.

08

Specify any financial considerations, such as budget limitations, reimbursement policies, or sponsorship opportunities.

09

Communicate the responsibilities and expected roles of the side-event organizers, including coordination with the main event organizers and attending mandatory meetings.

10

Finally, ensure that the guidelines are easily accessible and provide contact information for any questions or clarifications needed.

Who needs guidelines for side-event organizers?

01

Guidelines for side-event organizers are needed by event management teams, conference organizers, and anyone involved in planning or coordinating events that include side-events.

02

These guidelines are also beneficial for potential side-event organizers who are not familiar with the process and need clear instructions and expectations.

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